Overview
Ensures effective and efficient functioning of the Resident Representative (RR) and Deputy Resident Representative's (DRR) office, maintaining confidentiality, protocol procedures, and managing information flow and deadlines.
Key Responsibilities
- Maintain RR and DRR's calendar and contacts, arrange appointments and meetings, take minutes, and act as interpreter/prepare informal translations.
- Maintain protocol procedures, profiles, rosters, and telephone lists of high-level partners.
- Compile research and prepare briefing materials for RR and DRR.
- Organize high-level missions’ agenda, accommodations, and transportation.
- Manage Resident Representative missions and representation schedule.
- Prepare correspondence, directives, and comments on behalf of RR and follow up.
- Organize regular and ad-hoc meetings, track progress, and follow up with focal points.
- Screen incoming communications, filter outgoing correspondence, and ensure adherence to protocol guidelines.
- Use automated office management systems.
- Maintain paper and electronic filing systems for confidential materials.
- Coordinate information flow within the office and follow up on circulation files.
- Facilitate information sharing with Programme and Operations Teams, and the UN Country Team.
- Follow up on deadlines, commitments, and actions taken; coordinate report submissions.
- Screen all incoming calls and correspondence.
- Provide advice on national protocols and UN related procedures.
- Draft routine correspondence, letters, interoffice circulars, and translations.
- Administer travel, meetings, appointments, and briefings for RR and DRR.
- Process travel payments and DSA in Quantum.
- Administer RR´s incoming missions, process tickets and DSA for visitors in Atlas.
- Coordinate with office Drivers for appropriate transportation.
- Prepare proposals to eliminate bottlenecks in office communications.
- Event planning and support for advocacy events.
- Provide contributions to knowledge networks and communities of practice.
- Organize specialized training for secretarial/support staff and UN Staff on coordination, administration, and protocol issues.
Required Experience
- Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national level.
- Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP is required.
- Experience in working with international cooperation agencies is desired.
- Experience in the preparation of reports and executive-level presentations is desired.
- Experience in organizing meetings and events is desired.
Qualifications
- Secondary Education is required with specialized secretarial training or office management is required, OR
- A university degree (Bachelor’s degree) in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.
