Overview
Ensures the effective and efficient functioning of the RC Front-Office, managing the Resident Coordinator's schedule, logistical requirements, information flow, and follow-up on commitments.
Tasks Summary
- Maintain the Resident Coordinator’s calendar and representation schedule, arrange appointments and meetings.
- Coordinate logistical and protocol arrangements for official functions.
- Liaise with diplomatic missions, government counterparts and UN entities.
- Ensure compliance with UN and host country protocol requirements.
- Act as an interpreter and/or take minutes of meetings when required.
- Coordinate high-quality briefing materials for the RC.
- Draft key correspondence, including notes to files, minutes of meetings and Note Verbales.
- Provide translation for official correspondence.
- Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information.
- Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
- Assist in organizing official events.
- Prepare and maintain checklists and templates for relevant processes.
- Maintain the filing system (in Microsoft Teams/SharePoint), ensuring the safekeeping of confidential materials.
- Screen RC incoming calls and correspondence.
- Coordinate the activities of the RC driver.
- Support the organization and communication of 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.
- 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.
- Ensures that requirements and background information used for data analysis are documented.
- Performs other relevant duties as assigned.
Experience Requirements
- A minimum of seven (7) years of experience in executive assistance, administrative support or front office functions at senior management level is required.
- The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
- Demonstrated experience in supporting senior officials or executive offices, including protocol arrangements is required.
- Demonstrated experience in organizing meetings, missions and high-level events, including coordination with internal and external stakeholders is required.
- Work experience with the United Nations, international organization, diplomatic mission or government institution is desirable.
- One(1) year or more of experience in data analytics or related area is desirable.
Qualification Requirements
Completion of a High school diploma or equivalent is required. Bachelors or advanced university degree in business administration, office management, communication or related fields would be an advantage.
