Executive Assistant

Volunteering Admin

Overview

Provide high-level executive, administrative, and logistical support to the Resident Coordinator.

You have:

• At least three years of relevant professional experience in executive support, administration, coordination, programme support, protocol, office management or a related field.
• Demonstrated experience providing executive or administrative support to senior officials or senior management is highly desirable.
• Experience organizing senior-level meetings, official visits, missions, conferences or events, including coordination with internal and external stakeholders is required.
• Experience drafting formal correspondence, briefing materials, meeting documentation and other professional communications is desirable.
• Experience dealing with Government counterparts, diplomatic missions, international organizations or other high-level stakeholders is an asset.
• Previous experience with the United Nations, another international organization or an international development/humanitarian organization is an advantage.
• Experience handling confidential and sensitive information with discretion is required.
• Experience using Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint, is desirable.

Contract

This is a UNV contract. More about UNV contracts.

The assignment is located in the United Nations Resident Coordinator’s Office (UNRCO) for Jordan. The UN Volunteer Executive Assistant will provide high-level executive, administrative, protocol, logistical and coordination support to the Resident Coordinator (RC), working closely with the Head of the Resident Coordinator’s Office and the wider RCO team. The assignment aims to cover the parental leave of the incumbent. Given the nature of the function, the candidate will be expected to exercise a high degree of discretion, professionalism, sound judgement and confidentiality.

Under the overall guidance of the Resident Coordinator and the direct supervision of the Head of the Resident Coordinator’s Office, and working in close cooperation with the RCO team, the UN Volunteer Executive Assistant will undertake the following functions:

1. ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC FRONT OFFICE:

• Maintain the Resident Coordinator's calendar and representation schedule, arrange appointments and meetings of the RC, coordinates logistical and protocol arrangements for official functions, liaises with diplomatic missions, government counterparts and UN entities; ensure compliance with UN and host country protocol requirements, and act as an interpreter and/or take minutes of meetings when required. • Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted to the RC are according to UN norms and standards, including directives. Coordinate comments on behalf of RC for signature and action/follow-up when required. • Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and provide translation for official correspondence. • Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims. • Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps. • Assist in organizing official events: travel (booking flights, request for security clearance, • Arrangements at airport, etc.) for local and high-level visitors as required. • In collaboration with the RCO team, prepare and maintain checklists and templates for relevant processes (high-level visits, meetings preparation, etc). • Provide all similar services and support to RC.

2. PROVIDE ADMINISTRATIVE AND COMMUNICATIONS SUPPORT TO THE OFFICE:

• Maintain the filing system (in Microsoft Teams/SharePoint), ensuring the safekeeping of confidential materials. Use of automated filing system. • Screen RC incoming calls and correspondence. • Support the organization and communication of 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. • Support the Head of Office on engagement with external partners, preparation of and follow-up on events/high-level missions/official engagements and management of administrative processes. • Assists with visualizations and updating information material such as web pages or brochures.

3. GENERAL 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, office time management, budget and finance, and human resource management. • Coordinate the activities of the RC driver. • Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc. • 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. • Ensures that requirements and background information used for data analysis are documented. • Performs other relevant duties as assigned.

Expected Results / Outputs

• Efficient and timely management of the Resident Coordinator’s agenda, official engagements and representational commitments. • High-quality and timely preparation of briefing materials, correspondence and documentation for the Resident Coordinator. • Effective protocol and logistical arrangements for official meetings, missions and high-level visits. • Smooth coordination and administrative support for UNCT meetings and other senior-level coordination mechanisms. • Systematic tracking and timely follow-up of decisions, commitments, correspondence and action points. • Accurate and up-to-date stakeholder contact databases, records, templates and institutional files. • Effective information flow and coordination between the Resident Coordinator, RCO, UNCT members, Government counterparts and other stakeholders. • Confidential information and documentation handled with the highest degree of discretion and professionalism.

• Accountability • Adaptability and flexibility • Creativity • Judgement and decision-making • Planning and organising • Professionalism • Self-management

• At least three years of relevant professional experience in executive support, administration, coordination, programme support, protocol, office management or a related field. • Demonstrated experience providing executive or administrative support to senior officials or senior management is highly desirable. • Experience organizing senior-level meetings, official visits, missions, conferences or events, including coordination with internal and external stakeholders is required. • Experience drafting formal correspondence, briefing materials, meeting documentation and other professional communications is desirable. • Experience dealing with Government counterparts, diplomatic missions, international organizations or other high-level stakeholders is an asset. • Previous experience with the United Nations, another international organization or an international development/humanitarian organization is an advantage. • Experience handling confidential and sensitive information with discretion is required. • Experience using Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint, is desirable.

Amman, the capital, is a peaceful city with over four million residents. People are friendly to visitors. Services in terms of banking, transportation, health and communications are easily available. Though Arabic is the official language, English is widely spoken among the majority of the population, especially in Amman. Road network is good both in terms of spread and quality of the roads. Public transportation in Amman is limited. Taxis are relatively cheap and easily available. There are a number of shopping malls, restaurants, gyms, and cinemas. A large variety of accommodation options can be found; however, it is worth noting that prices in Amman have generally increased in the past few years. There are no specific security threats. Amman is a very easy city in which to live; large, many amenities, very modern and serviced by an international airport with direct flights to most capital cities. According to the assessment of the UN Department of Safety & Security (UNDSS) Jordan is a family duty station (category A hardship).

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. National UN Volunteers are part of the insurance plan.

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Potential interview questions

Added 1 month ago - Updated 1 month ago - Source: unv.org