EXECUTIVE ASSISTANT

Organizational Context

The UN Resident Coordinator Offices (UN RCO) support countries in achieving development priorities and Sustainable Development Goals, as part of a global reform launched in 2019. This position is within the UN RCO in Maputo, Mozambique, reporting to the Head of Office and Resident Coordinator. The role ensures the efficient functioning of the RC Front-Office.

Job Purpose

The Executive Assistant plays a crucial role in ensuring the effective and efficient operation of the Resident Coordinator's (RC) Front Office in Maputo, Mozambique. This involves comprehensive management of the RC's schedule, logistical requirements, and protocol procedures. The position is integral to supporting the UN's reform efforts aimed at achieving the 2030 Agenda and Sustainable Development Goals. The Executive Assistant will manage information flow, ensure timely follow-up on commitments, and provide essential administrative and communication support to facilitate the RC's mandate and the overall functioning of the UN Resident Coordination Office.

Responsibilities

Manage the Resident Coordinator's (RC) calendar, schedule appointments, and arrange meetings, providing protocol support and logistical coordination for events. Prepare high-quality briefing materials and ensure correspondence adheres to UN standards. Draft official communications, including meeting minutes and Note Verbales, and provide translations. Oversee the RC's travel arrangements, including bookings and follow-up on reports and claims. Maintain contact lists for high-level partners and assist in organizing official events. Manage the office filing system, screen communications, and coordinate the RC's driver. Support the organization and communication of coordination meetings, including UNCT meetings, and provide administrative support for UN Days and public events. Follow up on deadlines and the submission of reports. Provide general administrative support, including assistance with documentation, visas, travel, and data analysis for reports and presentations. Act as an alternate for the Administrative Assistant when needed, supporting contract administration, budget, finance, and human resources.

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 with a first-level university degree. Experience in front office management, preferably within an international organization or diplomatic representation, is essential. Prior experience providing executive/administrative support within the UN system, international organizations, or embassies is also required. One year of experience in 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, Time management, Confidentiality, Attention to detail.

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