- Administration Coordinator, Dar es Salaam, Tanzania
Administration Coordinator, Dar es Salaam, Tanzania
United Nations Entity for Gender Equality and the Empowerment of Women (UN Women)
City: Dar es Salaam, Tanzania
Office: UN Women in Dar es Salaam
Education & Work Experience: H-Some Graduate School - 6 year(s) experience
Vacancy Type: Service Contract (SC)
Posting Type: External
Contract Duration: 1 year posibility of extension
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.
United Nations in Tanzania is a One UN Pilot, implementing UN Reform through Delivering as One (DaO) with twenty UN agencies operating under One Programme - the UN Development Assistance Plan (UNDAP), UNDAP I (2011-2016) and UNDAP II (2016-2021). Through the UNDAP UN Women supports its partners in implementing and monitoring the international and regional agreements on women's rights and developing capacity to integrate gender equality into national and regional development strategies, laws and policies. UN Women contributes to results in five of the ten UN Programme Working Groups with staff based in Dar es Salaam.
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.
Duties and Responsibilities
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; 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, 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.
Key Performance Indicators
Timely and quality support to the Country Representative
Quality presentation of information
Quality and timely organization of events/ meetings
Adherence to protocol
Integrity: Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct.
Professionalism: Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work.
Respect for Diversity: Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity.
Ethics and Values: Demonstrate and safeguard ethics and integrity
Organizational Awareness: Demonstrate corporate knowledge and sound judgment
Development and Innovation: Take charge of self-development and take initiative
Work in teams: Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds.
Communicating and Information Sharing: Facilitate and encourage open communication and strive for effective communication
Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others
Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution.
Continuous Learning and Knowledge Sharing: Encourage learning and sharing of knowledge
Appropriate and Transparent Decision Making: Demonstrate informed and transparent decision making
Ability to manage data/schedule, documents, correspondence, reports, and maintain protocol and information flow;
Good knowledge of administrative rules and regulations;
Ability to perform work of confidential nature
Ability to create, edit and present information in clear format, using appropriate IT functionality;
Strong organizational skills
Ability to administer administrative processes and financial transactions
Required Skills and Experience Education and certification
Completion of secondary education is required;
Bachelor's degree in business administration or public administration is an asset.
At least 6 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;
Experience with the ATLAS system is an asset.
Fluency in English is required;
Knowledge of the other UN official working language is an asset.
Job posted on 28 September 2017.
Please mention Human Rights Jobs while applying for this position.