Overview
The Executive Assistant ensures the effective and efficient functioning of the Resident Coordinator's Front-Office, managing schedules, logistical requirements, and information flow.
Key Responsibilities
- 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.
- 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 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.
- Prepare and maintain checklists and templates for relevant processes.
- Provide all similar services and support to RC.
- Maintain the filing system, ensuring the safekeeping of confidential materials.
- Screen RC incoming calls and correspondence.
- 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.
- Support the Head of Office on engagement with external partners, preparation of and follow-up on events/high-level missions/official engagements and management of administrative processes.
- Assists with visualizations and updating information material such as web pages or brochures.
- Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks.
- Coordinate the activities of the RC driver.
- Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
- Provide support to the office on protocol matters and liaise with related departments in UN entities and in the Government.
- Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
- 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 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.
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.
