ADMINISTRATIVE ASSISTANT

Organizational Context

The UN Resident Coordinator Offices (UN RCO) support countries in achieving development priorities and SDGs, following a global reform launched in 2019. This role is within the RCO in Antananarivo, Madagascar, operating collaboratively with the UN RCO team, other UN entities, and external counterparts. The Administrative Assistant reports to the Head of the RCO and works closely with the UN Resident Coordinator.

Job Purpose

The Administrative Assistant ensures the effective and efficient functioning of the UN Resident Coordinator's (RC) Front Office in Antananarivo, Madagascar. This role involves managing the RC's schedule, coordinating missions, preparing briefing materials, and handling correspondence with high-level visitors and stakeholders. The position also supports human resources, budget, finance, and general administration tasks, acting as a key support function for the RC's office and contributing to the overall objectives of the UN Development System at the country level. The role requires proactive management of information flow, adherence to protocol, and maintenance of contact lists to facilitate the RC's work and the office's operations.

Responsibilities

Manage the effective and efficient functioning of the UN Resident Coordinator's Front Office, ensuring confidentiality, protocol adherence, and proper information flow. Maintain the RC's calendar, arrange meetings, and take minutes. Coordinate UNRC missions, including travel arrangements and system approvals. Prepare comprehensive briefing packs for the RC's meetings and events. Manage high-level partner contact lists and relevant mailing lists. Draft correspondence on behalf of the RC and screen incoming communications. Provide backup support for human resources, budget, finance, and general administration tasks. Initiate, review, and process human resource actions, respond to staff inquiries, and oversee vacancy announcements. Assist in budget preparation, monitor expenditures, and prepare financial reports. Draft routine correspondence, coordinate with service units, and perform other administrative duties. Support the administration of contracts, audit invoices, and process payments. Assist in data collection, analysis, and preparation of reports and information materials.

Work Experience

A minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or client services is required. This is reduced to five years for candidates with a first-level university degree. Experience with an Enterprise Resource Planning system (e.g., UMOJA) and with the UN or similar organizations is desirable.

Skills

Professionalism, Planning & Organizing, Client Orientation, ability to perform administrative functions (budget, HR, database management), data analysis and interpretation, communication, and attention to detail.

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