EXECUTIVE ASSISTANT, G6
Overview
The Executive Assistant ensures the effective and efficient functioning of the Resident Coordinator's Front-Office, managing the RC's schedule, logistical requirements, information flow, and follow-up on commitments.
Key Responsibilities
- Maintain the Resident Coordinator’s calendar and representation schedule, arrange appointments and meetings, provide protocol coverage, ensure logistical details of RC participation in events, and act as an interpreter and/or take minutes of meetings when required.
- Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted to the RC are according to UN norms and standards including directives, coordinate comments on behalf of RC for signature and action/follow-up when required.
- Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, official correspondence, as required.
- Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims.
- Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
- Assist in organizing official events, travel: booking flights, request for security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
- In collaboration with the RCO team, prepare and maintain checklists and templates for relevant processes (high level visits, meetings preparation etc).
- Provide all similar services and support to RC
- Maintain the filing system (in TEAMS/Sharepoint) ensuring safekeeping of confidential materials. Use of automated filing system.
- Screen RC incoming calls and correspondence.
- Coordinate the activities of the RC driver.
- Support organize and communicate on the various coordination meetings, including UNCT Meetings.
- Participate in the organization of official UN Days, public events, joint UN events and provide secretariat and administrative support to the UNCT
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
- Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, budget and finance, and human resource management.
- Provide assistance in the preparation and development of the unit's work programme and budget.
- Assist in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggest reallocation of resources and implements the reallocations as necessary.
- Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
- Contributes to reviews and processes personnel actions through UMOJA.
- Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.
- Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- Assists with visualizations and updating information material such as web pages or brochures.
- Ensures that requirements and background information used for data analysis are documented.
- Performs other relevant duties as assigned.
Required Experience
A minimum of seven (7) years of experience in executive, administrative, coordination, or operational support functions, including roles requiring a high degree of discretion, confidentiality, and interaction with senior management, partners, or external stakeholders, or in related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Relevant experience acquired within the United Nations system, government institutions, international organizations, academic or research institutions, or comparable professional settings, is required. Demonstrated experience in coordinating schedules, preparing briefing materials, managing information flows, and supporting leadership decision-making is required. Experience supporting administrative, financial, human resource, or logistical processes, including personnel and budget-related matters, is desirable. Work experience of one (1) year or more in data analytics or related area is desirable. Work experience with an Enterprise Resources Planning system (such as UMOJA) is desirable. Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable.
Qualifications
Completion of High school diploma or equivalent, is required. Bachelors or advanced university degree in business administration, office management, communication or related field, is highly desirable.