Overview
Provides effective and efficient support to the Resident Coordinator and the UN Resident Coordination Office, managing schedules, logistical requirements, information flow, and administrative functions.
Key Responsibilities
- Ensures effective and efficient functioning of the UN RC Front Office, full confidentiality, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
- Maintains the RC's calendar, contacts high-ranking officials and visitors, arrangement of appointments and meetings, taking minutes as required.
- Maintains protocol procedures, ensuring adherence to established UN and host country protocol standards.
- Ensures services are organized for RC's meetings, such as venue rental, translation services, and other procurement services.
- Manages the RC's missions and representation schedule, including tickets, accommodation, security clearance, and arrangements.
- Maintains repositories of high-level partner contact lists and ensures regular updates.
- Provides support in organizing and communicating about various coordination meetings and events.
- Supports RCO staff in organizing meetings and appointments with partners.
- Organizes and follows up on the management of different UN Distribution lists.
- Responds to ad-hoc requests of the RC.
- Prepares correspondence, directives, memos on behalf of the UNRC.
- Maintains the filing system ensuring safekeeping of confidential materials.
- Coordinates the information flow in the office, follows up on circulation files.
- Takes notes during weekly RCO staff meetings, shares with the team, ensures follow-up actions.
- Prepares minutes of the UNCT meetings and keeps a registry of UNCT decisions.
- Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the UN RC.
- Screens and registers all incoming calls and correspondence, arranges translation and coordinates respective follow-up.
- Shares the agenda of RC with concerned staff and ensures daily coordination with the driver.
- Acts as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks.
- Maintains and regularly updates the RCO Leave Monitor, tracks absences and work-from-home arrangements.
- Ensures that all related logistics at the RCO are well functioning.
- Drafts routine correspondence to respond to enquiries concerning relevant administrative issues.
- Performs other related administrative duties, as required.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports.
- Participates in the Operations Management Team and its related working groups as needed.
- Assists with visualizations and updating information material such as web pages or brochures.
- Ensures that requirements and background information used for data analysis are documented.
- Follows up on new guidance and Standard Operating Procedures relevant to the office functioning.
- Performs 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 High school diploma or equivalent is required. University degree is an advantage.
