Overview
Provides comprehensive executive, administrative, communication, protocol and coordination support to the MCO Director to ensure the efficient functioning of the Management Office.
Key Responsibilities
- Support the MCO Director with administrative tasks related to the management of UEMCO.
- Manage the Management Office’s schedules and calendars, and organize official meetings.
- Organize meetings, prepare agendas, minutes and action summaries, and monitor progress.
- Coordinate and organize visits by high-level UNOPS, UN and partner-organization officials.
- Help establish and maintain effective networks and information exchange with internal and external partners.
- Organize and maintain effective communication systems for the Management Office.
- Ensure appropriate protocol and correspondence guidelines are followed.
- Serve as the protocol and liaison focal point between UNOPS Ukraine and the UN Resident Coordinator’s Office in Ukraine.
- Manage access to the MCO Director, prioritizing and filtering requests.
- Undertake designated transactional roles in the OneUNOPS system, when required.
- Anticipate the MCO Director's information, scheduling, briefing and follow-up requirements.
- Initiate, maintain and manage written and verbal communications on behalf of the Management Office.
- Clear outgoing correspondence for the MCO Director’s signature.
- Initiate and coordinate information flow within the office and disseminate information to personnel.
- Facilitate information sharing across all divisions of UEMCO.
- Maintain an effective system for tracking decisions, commitments and actions.
- Prepare routine correspondence, interoffice circulars, briefing notes, documents, reports and meeting minutes, and provide translations when required.
- Prepare slides and tables, ensuring appropriate style and accuracy of information.
- Manage official missions, representation schedules and related travel arrangements for the Management Team.
- Prepare high-quality briefing materials for the MCO Director’s appointments, meetings and missions.
- Recommend changes to priorities and appointments, resolve scheduling conflicts and help streamline procedures.
- Provide other related administrative, logistical, protocol and secretarial services to the MCO Director.
- Support the Management Office in maintaining relationships with key stakeholders.
- Develop and maintain effective communication with counterparts in other UN agencies in Ukraine.
- Interact with the UN Resident Coordinator’s Office and prepare talking points.
- Provide support and advice and maintain communication and liaison with the Ministry of Foreign Affairs of Ukraine on protocol matters.
- Draft agendas for official meetings and events.
- Prepare background documents for high-level officials of the Government of Ukraine.
- Support the MCO Director in delivering corporate UNOPS initiatives.
- Contribute to knowledge networks and communities of practice.
- Contribute advice and recommendations to the development and positioning of UNOPS in Ukraine.
Required Experience
A minimum of 6 years of relevant experience (or less depending on academic credentials) in executive support, office administration, coordination or a related field is required. Experience in public relations and communication with senior officials and representatives of diplomatic missions and non-governmental organizations is desirable. Knowledge of UN rules and regulations and familiarity with government institutions, NGOs, UN agencies, embassies and other relevant offices is desirable.
Qualifications
Required Secondary school (or equivalent) with 6 years of relevant experience OR A bachelor’s degree, preferably in Business Administration, Public Administration, or a related field, may be accepted and may reduce some of the required years of experience.
