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, and ensure logistical details for RC participation in events.
- Coordinate high-quality briefing materials for the RC and ensure correspondence and documents adhere to UN norms and standards.
- Draft key correspondence, including notes to files, minutes of meetings, and Note Verbales, and provide translation for official correspondence.
- Manage RC's travel and missions, prepare travel requests, ensure flight bookings, 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 and travel for local and high-level visitors.
- Prepare and maintain checklists and templates for relevant processes.
- Maintain the filing system, ensuring safekeeping of confidential materials.
- Screen RC's incoming calls and correspondence.
- Coordinate the activities of the RC's driver.
- Support the organization and communication of 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 reports to RC.
- Act as an alternate to the RCO Administrative Assistant when required.
- Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search.
- Assist with the collection and analysis of data as well as preparation of data presentations and reports.
- Assist with visualizations and updating information material such as web pages or brochures.
- Ensure that requirements and background information used for data analysis are documented.
- Perform other relevant duties as assigned.
Required Experience
- A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required.
- The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
- Experience in front office management is desirable.
- Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable.
- One (1) year or more of experience in data analytics or related area is desirable.
Qualifications
- Completion of a High school diploma or equivalent is required.
- Bachelor’s or advanced university degree in business administration, office management, communication or related fields would be an advantage.
