Executive Associate Vacancy-Job Ref: WJSSUNWOMEN/0707/2025813

Executive Associate Vacancy-Job Ref: WJSSUNWOMEN/0707/2025813

Juba (South Sudan)

Job Description

Background:

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 in South Sudan supports the government in implementing commitments to international normative standards on gender equality and women’s human rights. The new UN Sustainable Development Cooperation Framework (UNSDCF) for 2022-2045 and the corresponding UN Women South Sudan Strategic Note (2023-2045), defining UN Women’s strategic engagement in South Sudan, focuses on strengthening the national structures and mechanisms for gender mainstreaming in policies, plans, and budgets; supporting efforts to prevent and eliminate violence against women; promoting women’s economic empowerment; promoting policies and government investment in women’s empowerment and resilience building in the context of climate change, humanitarian crisis as well as threats to peace and security.

UN Women works with a range of stakeholders in South Sudan, including the government, civil society and women’s organizations, youth, UN agencies, and donors, to promote gender equality and women’s empowerment.

Reporting to Country Representative, the Executive Assistant is responsible for providing a variety of executive administrative support to the Country Representative and Deputy Country Representative with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Assistant works in close collaboration with UN Women staff, UN Agencies, and national authorities to ensure the efficient flow of information, actions on instructions, and the respective agenda.

Provide executive support to the UN Women Country Representative and Deputy Representative

Manage the respective calendar and schedule of appointments and meetings;
Arrange travel and hotel accommodation for the Country Representative and Deputy Representative;
Answer and screen calls with tact and discretion;
Maintain roster of Country Office contacts.

Provide administrative support to the Country Representative and the Deputy Representative

Provide administrative support for meetings, events, and workshops;
Organize and attend meetings, prepare minutes and summaries;
Assemble briefing materials and prepare PowerPoint presentations for the Country Representative and Deputy Representative for meetings, missions, and other key events.

Provide effective communication and information management support:

Facilitate flow of information and communication between the UN Women Country Representative’s Office, and the office of the Deputy Representative and other units within or outside of UN Women;
Facilitate flow of information and communication between the UN Women Country Representative’s office and other UN Women Offices, including the Regional Office, Country Offices, and Headquarters;
Review, prioritize, and route correspondence to and from the Country Representative Office, Deputy Representative, and take proactive follow-up action and keep the Country Representative informed;
Respond to and/or direct inquiries to appropriate units for timely action/response;
Draft routine correspondence and interoffice circulars;
Maintain and organize up-to-date files for easy access and retrieval. Ensure safekeeping of confidential materials.

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

Facilitate the Country Representative’s interaction with various external partners through written, verbal, and electronic communication, and collaborative and proactive relationships with counterparts and colleagues in partner offices;
Receive meet and greet 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/HQs;
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.
Please visit this link for more information on UN Women’s Values and Competencies Framework:

Functional Competencies:

Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
Knowledge of administrative rules and regulations;
Ability to perform work of a confidential nature;
Ability to create, edit, and present information in a clear format, using appropriate IT functionality;
Ability to administer administrative processes.

Qualifications:

Education and Certification:

Completion of secondary education is required.;
A bachelor’s degree in business administration or public administration is desirable.
Experience:

At least 6 years of progressively responsible experience with administrative, secretarial, or program experience;
Experience in the use of computer applications, 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-based cloud solutions
Language Requirements

Fluency in English;
Knowledge of other UN official working language is an asset.

Please click on the button below to Apply.