Executive Assoicate

Job Description:

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

UN Women Ethiopia’s new Strategic Note (SN) 2026-2030 is derived from and contributes to the United Nations Sustainable Development Cooperation Framework in Ethiopia, which outlines the United Nations’ vision and strategic focus in Ethiopia. The SN’s focus areas are based on UN Women’s global Strategic Plan, which sets out a collective vision, priorities and pathways to advancing gender equality and the empowerment of women and girls. The SN frames UN Women Ethiopia’s work and guides its contributions to Ethiopia’s UNSDCF and UN Women Ethiopia’s program contributions to UN Women’s global Strategic Note

Reporting to Country Representative, the Executive Associate is responsible for providing a variety of executive administrative support to the UN Women Country Representative maintaining full confidentiality in all aspects of assignment and, in close coordination with the Country Office (CO) office management and staff, for managing the efficient flow of information and communications to ensure expeditious dissemination of information, timely action and compliance with established deadlines.

Provide executive support to the UN Women Country Representative:

• Manage the UN Women Country Representative’s calendar and schedule of appointments and meetings.
• Arrange travel and hotel accommodations and other logistics for the UN Women Country Representative.
• Maintain roster of CO contacts; update electronic mailing lists.
• Answer and screen calls for the Country Representative with tact and discretion.
• Manage administrative files on the Country Representative's mission travel and mission reports.
• Research files, collect information and organize materials to meet the Country Representative’s requests.

Provide administrative support to the UN Women Country Representative:

• Undertake the logistical, administrative and financial arrangements to organize meetings, events, and workshops;
• Organize and attend meetings and events, prepare minutes and summaries;
• Prepare and assemble briefing materials and PowerPoint presentations for the Country Representative for meetings, missions and other key events;
• Organize and monitor the office filing system;
• Follow up with the Country Representative on deadlines and commitments.

Provide effective communication and information management support to the CO:

• Facilitate flow of information and communication between the UN Women Country Representative’s Office and other units within or outside of UN Women;
• Review, prioritize, and route correspondence to and from the UN Women Country Representative Office; take proactive follow-up action and keep the Country Representative informed;
• Respond to and/or direct inquiries to appropriate units for timely action/response;
• Prepare routine correspondence and interoffice circulars; review documents and reports to ensure spelling, punctuation and format are correct;
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval; ensure safekeeping of confidential materials;
• Assist in the preparation and finalization of informal translations; act as interpreter as required.

Provide support to the Country Representative’s Office’s external relations activities:

• Facilitate the Country Representative’s interaction with various external partners through written, verbal and electronic communication, and through collaborative and proactive relationships with counterparts and colleagues in partner offices;
• Receive and greet high-ranking officials/visitors;
• Ensure protocol matters, receive high-ranking visitors/officials, and coordinate logistical arrangements related to visits.

Contribute to knowledge building and knowledge sharing:

• Provide administrative support for effective knowledge management and sharing within the office and other offices
• Build and share knowledge and experience related to administrative and operations support.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies :

Core Values:

• Integrity;
• Professionalism;
• Respect for Diversity.

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues;
• Accountability;
• Creative Problem Solving;
• Effective Communication;
• Inclusive Collaboration;
• Stakeholder Engagement;
• Leading by Example.

Functional Competencies:

• Ability to administer and execute administrative processes and transactions
• Ability to perform work of a confidential nature and handle a large volume of work
• Excellent knowledge of administrative rules and regulations
• Excellent IT and web-based management system skills
• Ability to extract and interpret data
• Completion of secondary education is required.

Education and Certification

• Completion of secondary education is required.
• A bachelor’s degree in business administration or public administration is an asset.

Experience

• At least 7 years of progressively responsible experience with administrative, secretarial, or programme experience.
• Experience in the use of computer applications and software packages such as Microsoft Office and web-based management systems is required
• Experience in the use of a modern web-based ERP System, preferably Oracle Cloud, is desirable.

Languages

• Fluency in English is required.
• Fluency in Amharic is required.
• Knowledge of another official UN language is desirable (French, Arabic, Chinese, Russian or Spanish).

Skills Required:

• Customer / Service / Secretarial
• Hr / Public / Admin
• Sales / Marketing / Business / Management