EXECUTIVE ASSISTANT

Organizational Context

The UN Resident Coordinator Office (UNRCO) in Kuala Lumpur supports Malaysia, Brunei, and Singapore in achieving development priorities and SDGs. As part of a global reform, the office operates under an independent UN Resident Coordinator, representing the UN Secretary-General. This role is crucial for the effective functioning of the RC's front office and administrative support within the RCO.

Job Purpose

The Executive Assistant ensures the effective and efficient operation of the UN Resident Coordinator's (RC) front office. This involves managing the RC's schedule, logistical requirements, and maintaining protocol standards. The role is key in managing information flow, tracking commitments, and providing comprehensive administrative support, including contract administration, budget, finance, and human resources. The position directly contributes to the UN Development System's reform efforts by facilitating the RC's work in supporting country-level development priorities and the Sustainable Development Goals (SDGs). The role also involves supporting coordination meetings and communications, ensuring smooth operations and adherence to UN protocols.

Responsibilities

Provide comprehensive administrative and logistical support to the Resident Coordinator (RC) and the UN Resident Coordinator Office (RCO). Manage the RC's calendar, schedule appointments, and arrange meetings, including taking minutes and acting as an interpreter when needed. Uphold UN and host country protocol standards for all official engagements, drafting diplomatic communications and managing high-level visits. Organize services for RC meetings, prepare briefing notes, and manage mission schedules, including travel arrangements and security clearances. Maintain contact lists for high-level partners and update RCO databases. Support the organization of coordination meetings and events, such as UNCT meetings. Prepare correspondence, memos, and official letters on behalf of the RC. Maintain confidential filing systems and manage information flow within the office. Take notes at staff meetings and prepare minutes for UNCT meetings. Follow up on deadlines and commitments. Screen calls and correspondence, arranging translations as necessary. Provide administrative support in contract administration, budget, finance, travel, and human resources. Track leave and absences, and report to the Head of RCO. Ensure RCO logistics are functional, including IT and equipment. Assist with data analysis, report preparation, and updating information materials. Participate in Operations Management Team (OMT) activities.

Work Experience

A minimum of seven years of progressive experience in administrative services, finance, accounting, audit, or human resources is required. This is reduced to five years for candidates with a first-level university degree. Experience in front office management, providing executive support within the UN system or international organizations, and data analytics is desirable.

Skills

Professionalism, Planning and Organizing, Client Orientation, Data analysis, Budget/work programme management, Human resources management, Database management, Communication, Interpersonal skills, Confidentiality, Protocol adherence.

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