EXECUTIVE ASSISTANT

Overview

Ensure effective and efficient support to the Resident Coordinator's functions.

You have:

• Completion of High school diploma or equivalent is required.
• A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area, is required.
• Experience in supporting senior officials, eg Ambassadors, UN officials, and other Executive officers is desirable.
• Experience with diplomatic community, high-level government officials, and other key partners and stakeholders such as private sector, civil society organizations is desirable.
• Work experience of one (1) year or more in Data Analytics is desirable.
• Working experience with an Enterprise Resource Planning (ERP) system such as Umoja (or similar) is desirable.
• English is required.
• Portuguese is required.

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 1,888 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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. This position is located in the UN Resident Coordinator's Office in Angola, and reports to the Resident Coordinator and to Head of Office. Led by the RC, the RCO supports the UN coherent effort and a coordinated UN response to Angola’s development priorities. It liaises directly with the Ministry of Foreign Affairs, Ministry of Planning, Cooperation and Communities to ensure alignment with national priorities and constructive cooperation directly and through the UN Sustainable Development Cooperation Framework, signed by the UN and the Government.

Responsibilities

Under the guidance of the Head of Office and and in full confidentiality, the Executive Assistant ensures effective and efficient functioning of the RC front-office. He/She is responsible for the 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. Within delegated authority, the incumbent will perform the following duties: 1. ENSURE EFFECTIVE AND EFFICIENT SUPPORT TO THE FUNCTIONS OF THE RESIDENT COORDINATOR AND RCO: •Ensures effective and efficient functioning of the UN RC Front Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. •Maintains the RC's calendar, contacts high-ranking officials and visitors, arrangement of appointments and meetings, taking minutes as required, including through the coordination with UN agencies and other stakeholders, acting as an interpreter when required. •Maintains protocol procedures. •Ensures services are organized for RC's meetings, such as venue rental, translation services, and other procurement services. In coordination with RCO team members and other UN agencies, ensures timely preparation of talking points/remarks and briefing notes for RC's meeting and events. •Manages the RC's missions and representation schedule, including tickets, accommodation, approval in the UMOJA system, security clearance in the system, arrangements at airport, official communication with relevant stakeholders, etc. •Maintains repositories of high-level partner contact lists and ensures a regular update, including telephone lists for UN Agencies and Diplomatic Corps. •Provides support in organizing and communicating about various coordination meetings and events, including UNCT Meetings •Supports RCO staff in organizing meetings, appointments with partners (transportation arrangements among others) when requested. •Responds to ad-hoc requests of the RC. 2. ENSURE PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE: •Prepares correspondence, directives, memos on behalf of the UNRC for his/her signature in line with UN standards and protocols and ensures delivery including any follow-up when required. Arranges informal translations when required. •Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies. •Coordinates the information flow in the office, follows up on circulation files. •Takes notes during the weekly RCO staff meetings, shares with the team, ensures follow up actions. •Prepares minutes of the UNCT meetings and keeps a registry of UNCT decisions. •Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the UN RC. •Screens and registers all incoming calls and correspondence, arranges translation and coordinates respective follow-up with relevant team members and UN agencies in line with RC's instructions. •Shares the agenda of RC with concerned staff and ensures a daily coordination with the driver as necessary. 3. GENERAL ADMINISTRATION: •Acts 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. •Ensures that all related logistics at the RCO are well functioning, including IT related matters, electricity, AC, etc. •Drafts routine correspondence to respond to enquiries concerning relevant administrative issues, financial audit, personnel matters. •Performs other related administrative duties, as required (e.g. operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences, and translations). •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.

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g. maintaining the supervisor’s calendar, arrangement of appointments and meetings, budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. TEAM WORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

Completion of High school diploma or equivalent is required. Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area, is required. The minimum years of relevant work experience is reduced by two (2) years for candidates who possess a first level University degree. Experience in supporting senior officials, eg Ambassadors, UN officials and other Executive officers is desirable. Experience with diplomatic community, high level government officials and other key partners and stakeholders such as private sector, civil society organizations is desirable. Work experience of one (1) year or more in Data Analytics is desirable. Working experience with an Enterprise Resource Planning (ERP) system such as Umoja (or similar) is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Portuguese is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).

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LanguageReadingWritingListeningSpeakingEnglishUN Level IIUN Level IIUN Level IIUN Level IIPortugueseUN Level IIUN Level IIUN Level IIUN Level II

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview by phone/Teleconference.

Special Notice

This is a Fixed Term position. Appointment against this post is on a local basis and is open for an initial period of one year (1) year and extension will be subject to availability of funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Potential interview questions