Overview
Ensures effective and efficient functioning of the RC Front-Office, managing the Resident Coordinator's schedule, logistical requirements, information flow, and follow-up on commitments.
Key Responsibilities
- Maintain the Resident Coordinator’s calendar and representation schedule, arrange appointments and meetings.
- Coordinate high-quality briefing materials for the RC.
- Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and 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.
- Support on arrangements at airport, etc.) for local and high-level visitors.
- Prepare and maintain checklists and templates for relevant processes.
- Maintain the filing system (in TEAMS/Sharepoint) ensuring safekeeping of confidential materials.
- Screen RC incoming calls and correspondence.
- Coordinate the activities of the RC driver and keep the assigned close protection officers informed about movements details.
- Support organize and communicate on the 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.
- Ensure proper communication with the RCO, OCHA and UNSCOL with regards to the DSCL/RC/HC engagements and activities.
- 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.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports.
- 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.
- Performs other relevant duties as assigned.
Required Experience
A minimum of seven (7) years of progressively responsible experience in executive, administrative, coordination, or operational support functions, including roles requiring a high degree of discretion, confidentiality, and interaction with senior management, partners, external stakeholders 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. Work experience and knowledge of office software (Excel, Power Point, SharePoint, PowerBI, Dashboards) including with an Enterprise Resources Planning (ERP) system, such as Umoja, UNINFO or similar is desirable. Work experience with the United Nations, similar international organization, government institution, academic or research institutions or in a comparative professional setting, is desirable. One (1) year or more of experience in data analytics or related area is desirable. Demonstrated experience in coordinating schedules, preparing briefing materials, managing information flows, is required.
Qualifications
Completion of Secondary School/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.
