Executive Assistant
Provide efficient and effective coordination support to the Resident Coordinator's Office and UN Country Team.
This opening expired 3 years ago.
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Overview
Provide efficient and effective coordination support to the Resident Coordinator's Office and UN Country Team.
You have:
- High school diploma or equivalent is required.
- Additional certification or training on human resources, administration, audit, finance, management and/or event organization or a similar area, is required.
- A degree in Communications, Public Relations, Business Administration or other related field, is desirable.
- A minimum of seven (7) years of experience in secretarial, administrative services, finance, accounting, audit, human resources or related area is required.
- Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable.
- Experience in front office management is desirable.
- Fluency in oral and written English is required.
Result of Service Efficient and effective coordination support to the Resident Coordinator's Office and UN Country Team
Work Location Banjul
Expected duration 3 months
Duties and Responsibilities Background The UN Secretary-General's 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 Executive Associate to the UN Resident Coordinator works under the overall guidance of and reports directly to the UN Resident Coordinator and works in close collaboration with the RCO Strategic Planner and Team Leader. The working environment entails working collaboratively with the UN RCO team and Agencies staff and external counterparts for the successful achievement of the responsibilities and assigned tasks.
This position is located in the Resident Coordinator's Office (RCO), in The Gambia and reports to the UN Resident Coordinator (RC) as well as the RCO Team Leader.
Responsibilities Within delegated authority, the Executive Associate will be responsible for the following duties:
- 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 visitors, arrangement of appointments and meetings, taking minutes as required, including through the coordination with UN agencies and other stakeholders.
- Maintains protocol procedures.
- Ensures services organized for meetings, such as venue rental, translation services, and other procurement services.
- Manages the UNRC missions and representation schedule, including ticket, accommodation, security clearance on system, official communication to relevant stakeholders, etc.
- Maintains repositories of high-level partner contact lists and ensure a regular update
- Prepares of correspondence, directives, comments on behalf of the UNRC for his/her signature and ensuring delivery and any other follow-up 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, follow up on circulation files.
- Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the UN RC.
- Screens all incoming calls and correspondence.
- Shares the agenda of RC daily with concerned offices and focal points and ensure a daily coordination with the driver as necessary.
- Ensures that all related logistics to the offices of RC/Gambia are well functioning, including IT related, electricity, AC, etc. in coordination with related departments.
- Supports RCO staff in organizing meetings, appointments with partners, transportation arrangements among others.
- Responds to ad-hoc requests of the RC
GENERAL ADMINISTRATION: - Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters. - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field. - 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). - 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.
Qualifications/special skills Academic Qualifications : High school diploma or equivalent is required. Additional certification or training on human resources, administration, audit, finance, management and/or event organization or a similar area, is required. A degree in Communications, Public Relations, Business Administration or other related field, is desirable.
A minimum of seven (7) years of experience in secretarial, administrative services, finance, accounting, audit, human resources or related area is required.
Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable.
Experience in front office management is desirable.
Languages Fluency in oral and written English is required.
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
| Can you describe a situation where you had to manage a high-profile visitor's schedule and what challenges you faced? | This question assesses your experience in managing important stakeholders' logistics and your ability to overcome challenges. | Discuss a specific example, mentioning the steps you took to ensure everything went smoothly. |
| How do you ensure confidentiality when handling sensitive information? | This question evaluates your understanding of the importance of confidentiality in administrative roles. | Pro members can see the explanation. |
| What strategies do you use to prioritize multiple tasks and deadlines? | Pro members can see the explanation. | Pro members can see the explanation. |
| Tell me about a time you provided support to a senior executive. What was your role, and how did you contribute? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you handle difficult situations or conflicts among staff members? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 3 years ago
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Updated 1 year ago
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Source:
careers.un.org
