Overview
The Executive Assistant ensures the effective and efficient functioning of the Resident Coordinator's Front-Office, managing schedules, logistical requirements, information flow, and follow-up on commitments.
Key Responsibilities
- Maintain the Resident Coordinator’s calendar and representation schedule, arrange appointments and meetings, provide protocol coverage, and ensure logistical details of RC participation in events.
- 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 and travel for local and high-level visitors.
- Prepare and maintain checklists and templates for relevant processes.
- Coordinate the activities of the RC driver.
- Maintain the filing system ensuring 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.
- Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks.
- Assist with the collection and analysis of data as well as the preparation of data presentations and reports.
- Assist with visualisations and updating information material such as web pages or brochures.
- Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search.
- 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. Work experience with the United Nations, international organization, diplomatic mission or government institution is desirable. Demonstrated experience in supporting senior officials or executive offices, including protocol arrangements is required. One(1) year or more of experience in data analytics or related area is desirable. Demonstrated experience in organizing meetings, missions and high-level events, including coordination with internal and external stakeholders is required. Experience managing resources, including personnel and budget, to support communications and advocacy activities in a local context, is desirable.
Qualifications
Completion of 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.
