Overview
Provide administrative and office management support to the front office of the Special Representative of the Secretary-General (SRSG) and ensure the effective and smooth flow of work within the office.
Key Responsibilities
- Ensure smooth administrative operations within the office of the SRSG
- Manage the SRSG’s calendar, appointments, meetings and official correspondence.
- Coordinate high-level visits, protocol arrangements and interactions with host government officials, UN Agencies, donors and other stakeholders;
- Organize mission travel, visas, security clearances, logistics and briefing materials;
- Oversee information management systems within the Office of the SRSG, ensuring accurate filing, retrieval, tracking, and archiving correspondence, reports, and official records.
- Review, quality-check, and format official correspondence, reports, briefing notes, talking points, meeting records, and other documentation to ensure compliance with United Nations administrative, editorial, and protocol standards
- Maintain confidential records and handle sensitive information with discretion
- Liaise with other support units on behalf of the office of the SRSG
- Monitor and follow up on requests from support units/sections addressed to the SRSG, ensuring timely coordination, clearance and communication of decisions across relevant sections;
- Provide support in planning official functions with the diplomatic community, NGOs, Civil society, host Government, visiting delegations from UNHQ and other entities.
- Maintain and update mission contact lists
- Coordinate and provide guidance and daily supervision of the drivers in the Office of the SRSG
- Perform other related administrative duties as required (identification of office technology needs and maintenance of equipment, office supplies, any other duties that may be assigned.
Required Experience
A minimum of eight (8) years of progressively responsible experience within the United Nations system or the private sector in the field of administrative services, finance, accounting, human resources, audit, or in other related fields is required. Experience in United Nations special political mission, peacekeeping operation or similar international organization is required. Experience working in the Front Office of a high-ranking UN Official or a Senior Official is required. Experience working in the East African Region is desirable
Qualifications
High school or equivalent diploma is required. Technical or vocational certificate in administrative services, finance, human resources, business administration or personnel management is desirable.
