Executive Associate

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Description

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Org. Setting and Reporting

The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (RCO), Niamey, Niger. Under the guidance of the Head of Office and direct supervision of the Resident Coordinator (RC), and in full confidentiality, the Executive Associate ensures effective and efficient functioning of the RC front-office, overall management of the RC’s schedule and logistical requirements, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

Responsibilities

Within delegated authority, the Executive Associate will be responsible for the following duties:

ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

• Maintain supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings of the RC and the RCO, acting as an interpreter when required.
• Provide protocol coverage to meetings, events and written correspondence.
• Coordinate high-quality briefing materials for Resident Coordinator for appointments, meetings, missions
• Draft correspondence, ensure that all correspondence and documents submitted to the RC are according to UN norms and standards including, directives, comments on behalf of RC for signature and action/follow-up when required.
• Prepare draft/informal translations.
• Manage RC travels, missions and representation schedule, support the preparation of travel and ensure flights booking and provision of logistics information.
• Maintain rosters of high-level partners, telephone lists for UN Agencies and Diplomatic Corps.
• Assist organize official events: travels (booking of flights, request of security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
• Prepare and maintain checklists and templates for relevant processes (high level visits, meetings preparation etc).

ENSURE PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

• Maintain the filing system (in TEAMS) ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordinate the information flow in the office, follow up on circulation files.
• Screen RC incoming calls and correspondence.
• Coordinate activities to support staff engaged for the RC, e.g. Driver, Tea Lady, Messengers.
• Support organize and communicate on the 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.

HUMAN RESOURCES MANAGEMENT:

• Provide support to the RC and the RCO international staff in relocation matters such as documentation, visas, travel arrangements, house and school search, etc.

GENERAL ADMINISTRATION:

• Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
• Perform other related administrative duties, as required (e.g., operational travel programme;monitoring accounts and payment to vendors and individual contractors for services; assist in physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).

CONTRACT ADMINISTRATION:

• Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, budget and finance, and human resource management.
• 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.
• Assists with visualizations and updating information material such as web pages or brochures.
• Ensures that requirements and background information used for data analysis are documented.
• Performs other relevant duties as assigned.

Education

• High school diploma or equivalent is required. An Advanced Level Certificate (Brevet deTechnician Supérieur en Administration) or License in literature is desirable. Relevant first-level university degree may be accepted in lieu of two years of required experience.

Work Experience

• A minimum of seven(7) years of progressively responsible secretarial, administrative, programme, budget/financial, human resources management, public relations and official protocol experience or related area, is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Experience in front office management is desirable. Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable. A minimum of one (1) year work experience in data analytics or related area is desirable. Experience in general office support or related area is desirable. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. Work experience with the United Nations or similar international organization is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written French is required. Working knowledge of English is desirable. Knowledge of another official United Nations language is an advantage. NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/242297?language=en

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