Overview
The Executive Assistant ensures the effective and efficient functioning of the Resident Coordinator's Front-Office, managing schedules, 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.
- 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.
- 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 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 and travel for local and high-level visitors.
- Prepare and maintain checklists and templates for relevant processes.
- Provide similar services and support to the RC.
- Maintain the filing system, ensuring safekeeping of confidential materials and use of automated filing system.
- Screen RC's incoming calls and correspondence.
- Coordinate the activities of the RC's driver.
- Support organizing and communicating on 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.
- 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 required. Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is required. One (1) year or more of experience in data analytics or related area is required.
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.
