Executive Associate to Resident Representative

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate provides support to the effective and efficient functioning of the office of the Resident Representative (RR) and ensures full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate works in close collaboration with programme and operations teams, UN Agencies and national authorities and partners to ensure efficient flow of information, actions on instructions and agendas.

Duties and Responsibilities

 Supports effective and efficient functioning of the RR Office focusing on achievement of the following results.

• Ensures an environment of professionalism and teamwork at all times and sets exemplary standards of conduct for the office team;
• Manages RR’s missions and representation schedule;
• Provides visa, accreditation and registration support to the RR, their visitors, other international staff when necessary;
• Organizes meetings; appointments and briefings of RR; coordinates the preparation and drafts as required briefing notes and talking points for the meetings and events in advance of the meeting;
• Screens all incoming communications, drafts and filters outgoing correspondence for supervisor’s signature, clearance and further action by other staff;
• Ensures adherence to appropriate protocol and correspondence guidelines by the office team when communicating with the Government and other external partners;
• Updates the parties concerned on officer-in charge arrangements or ad-interim arrangements during RR absences upon securing RR clearances.

Provide effective communications support to the office to facilitate essential flow of information.

• Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents;
• Coordinate information flow in the office, and follow up on circulation files;
• Facilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit;
• Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR;
• Screen all incoming calls and correspondence;
• Provide advice to senior officials on national protocols and UN related procedures.

Facilitate knowledge building and management in the Country Office.

• Provide sound contributions to knowledge networks and communities of practice;
• Organize specialized training for secretarial and/or support staff;
• Organize training for UN staff on coordination, administration and protocol issues.

Required Skills and Experience

Education:

• Secondary Education is required with specialized secretarial training.
• A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.

Experience:

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level.
• Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP.

Language Requirements: 

• Fluency in the UN language of the duty station is required
• Fluency in the national language of the duty station is required for local staff

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/18342