EXECUTIVE ASSISTANT

Organizational Context

The UN Secretariat's Resident Coordinator Offices (RCO) are integral to the UN Development System's reform, supporting countries in achieving the 2030 Agenda and SDGs. This role is based in the RCO in Beirut, Lebanon, operating under the guidance of the Head of Office and direct supervision of the Resident Coordinator.

Job Purpose

The Executive Assistant ensures the effective and efficient functioning of the Resident Coordinator's (RC) Front Office. This involves comprehensive management of the RC's schedule, logistical requirements, and protocol procedures. The role is crucial for maintaining smooth information flow and ensuring follow-up on deadlines and commitments. Key responsibilities include coordinating high-quality briefing materials, managing correspondence, drafting official documents, and overseeing RC travel and missions. The position also supports the organization of coordination meetings and provides administrative support for various UN events and initiatives, ensuring seamless operations within the RCO.

Responsibilities

Manage the Resident Coordinator's calendar, schedule appointments, and provide protocol coverage for events. Coordinate and prepare high-quality briefing materials and correspondence, ensuring adherence to UN standards. Draft official documents, including meeting minutes and official notes. Manage all aspects of RC travel, including requests, bookings, and follow-up on reports and claims. Maintain contact lists for high-level partners and stakeholders. Support arrangements for local and high-level visitors. Develop and maintain process checklists and templates for key activities. Maintain the office filing system, ensuring safekeeping of confidential materials. Screen incoming calls and correspondence. Coordinate the RC's driver and liaise with security personnel. Support the organization and communication of coordination meetings, including UNCT meetings. Provide secretariat and administrative support for UN Days, public events, and joint UN initiatives. Ensure effective communication with relevant UN entities and follow up on action items and reports. Provide general administrative support, potentially acting as an alternate Administrative Assistant, assisting with contract administration, budget, finance, and human resources. Support the RC with documentation, visas, travel, and other personal matters. Assist in data collection, analysis, presentation, and report preparation. Update information materials and ensure documentation for data analysis.

Work Experience

A minimum of seven years of progressive experience in executive or administrative support, coordination, or operational functions is required, including roles with high discretion and interaction with senior management. Experience with office software (Excel, PowerPoint, SharePoint) and ERP systems is desirable. Experience with the UN or similar international organizations is also desirable. Demonstrated experience in schedule coordination, briefing material preparation, and information flow management is required.

Skills

Professionalism, Teamwork, Client Orientation, administrative functions (budget, HR, database, logistics), data analysis and interpretation, discretion, confidentiality, communication, organization, time management, proficiency in office software and ERP systems.

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