Executive Associate [Open to Tier 0, 1 & 2 applicants]

Overview

Provides high-level executive, administrative, and operational support to the Deputy Regional Director for the Regional Bureau for Latin America and the Caribbean (RBLAC). Ensures the smooth functioning of the Deputy Director's office and supports the Directorate in day-to-day management.

Key Responsibilities

• Manages the schedule/calendar for the RBLAC Deputy Director with external and internal parties.
• Coordinates and processes official travel arrangements.
• Prepares high-quality briefing materials for appointments, meetings, and missions.
• Manages the Deputy Director's mission and representation schedule, understanding and implementing protocol procedures.
• Uses office management systems for effective functioning, including maintaining rosters and contact lists.
• Coordinates the flow of information from the Deputy Director's office.
• Liaises with RBLAC units to ensure communication of decisions and requests.
• Follows up on actions expected by the Deputy Director.
• Reviews incoming correspondence and prioritizes documents.
• Reviews, proofreads, and edits correspondence for the Deputy Director's signature.
• Directs queries to appropriate parties for responses.
• Presents proposals to eliminate communication bottlenecks.
• Drafts and prepares correspondence on behalf of the Deputy Director.
• Assists in the organization of Directorate meetings and tracks follow-up actions.
• Supports the Directorate in facilitating interaction with external partners.
• Assists in the maintenance of information on Directorate staff activities.
• Assists in research and analysis of background materials.
• Assists in the preparation of public information materials and folders.
• Assists in the organization of official hospitality events.
• Organizes and schedules meetings, including logistics and documentation.
• Drafts/revises meeting minutes.
• Processes travel requests and calculates DSA entitlements.
• Provides administrative support to conferences, workshops, and retreats.
• Conducts research on work-related subjects.
• Contributes to knowledge networks and communities of practice.
• Ensures availability of coverage and reciprocal backstopping.

Required Experience

• Minimum 7 years (with secondary education) or 4 years (with Bachelor’s degree) of progressively responsible administrative, executive support or programme experience at the national or international level is required.
• Experience using computers and office software packages (MS Word, Excel, etc.) and in handling web-based management systems is required.
• Experience within the United Nations Common System is desirable.
• Experience in preparing notes, memos, narrative reports and general correspondence is desirable.
• Experience in protocol procedures, meetings/event organization and attending to high-ranking official’s agenda is desirable.
• Working experience in front office management and executive support positions is desirable.

Qualifications

Secondary Education is required with specialized secretarial training, OR University Degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.

Other Details