Overview
The UN Volunteer Executive Assistant will provide high-level executive, administrative, protocol, logistical and coordination support to the Resident Coordinator in Jordan.
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: travel (booking flights, request for security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
- Prepare and maintain checklists and templates for relevant processes.
- 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.
- 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
At least three years of relevant professional experience in executive support, administration, coordination, programme support, protocol, office management or a related field. Experience organizing senior-level meetings, official visits, missions, conferences or events, including coordination with internal and external stakeholders is required. Experience handling confidential and sensitive information with discretion is required.
Qualifications
Bachelor's degree in Business Administration, Office Management, Communication or related fields would be an advantage.
