Overview
Provides substantive, administrative, protocol and liaison support to strengthen ISA’s engagement with the United Nations, Permanent Missions and other external stakeholders in New York. The role ensures effective coordination of diplomatic outreach, reporting, official communications, protocol support, office administration and operational liaison.
Key Responsibilities
- Participates in meetings, briefings, side events and other relevant proceedings at United Nations Headquarters and prepares timely reports and summaries for ISA Headquarters.
- Supports ISA’s engagement with Permanent Missions, United Nations offices, intergovernmental bodies and other stakeholders in New York.
- Drafts, processes and disseminates Note Verbales, event notices, official correspondence and related communications.
- Upholds diplomatic protocol standards in official interactions and engagements.
- Responds to inquiries from Permanent Missions, United Nations offices and external stakeholders in a timely and professional manner.
- Maintains regular liaison and follow-up with Permanent Missions and relevant United Nations counterparts.
- Tracks Member State contributions and prepares follow-up communications as required.
- Assists in the preparation of briefing materials, background notes and related documentation for meetings and engagements in New York.
- Serve as Ex-Officio Secretary to the Senior Management Group (SMG), including agenda preparation, minute taking, and follow up on decisions.
- Manages official correspondence and ensures timely routing, follow-up and distribution.
- Facilitates the issuance and tracking of United Nations Laissez-Passer and related travel documentation, ensuring compliance with applicable procedures.
- Manages petty cash, invoices and office expenditures in accordance with ISA rules and procedures.
- Coordinates pouch services, shipments, customs clearance and related logistics.
- Maintains office filing systems, schedules, directories, records and liaison activity tracking tools.
- Coordinates information technology support arrangements with the United Nations under applicable service-level arrangements.
- Supports emergency and crisis coordination with the United Nations and relevant authorities.
- Maintains readiness for emergencies by reviewing contingency arrangements and participating in preparedness activities.
- Provides administrative and logistical support for official events, meetings and visits in New York.
- Coordinates and facilitates visits of the Secretary-General, bilateral meetings and ISA-hosted events in New York.
- Organizes protocol arrangements for official ISA meetings and events, including in-person and virtual engagements.
- Liaises with United States authorities and relevant counterparts on host country matters affecting ISA staff, where applicable.
- Supports compliance with the Host Country Agreement and matters relating to privileges and immunities.
- Assists the Office of Administrative Services and relevant offices on legal, regulatory and administrative matters involving entitlements, immunities and privileges.
- Relays emergency, security and crisis information between the United Nations and ISA Headquarters as required.
- Promotes an inclusive, respectful and professional office culture consistent with ISA values.
- Identifies and circulates training opportunities offered through the United Nations system where relevant.
- Provides guidance to ISA staff on United Nations administrative procedures and related matters, as required.
- Performs other related duties as required
Required Experience
- Minimum of two (2) years of progressively responsible experience in executive office management, administration, protocol, or related fields is required
- Experience in international or intergovernmental organizations is required
- Strong office systems and coordination experience at executive level is required
- Proficiency in Microsoft Office and digital communication tools is required
Qualifications
An Advanced university degree (Master's degree or equivalent) in Business Administration, Public Administration, International Relations, Management, Law, or a related field is required. A first-level degree (Bachelor's degree or equivalent) in the specified fields of studies, with two (2) additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
