Administrative Assistant

Organizational Context

The UN Resident Coordinator Offices (UN RCO) are part of a global reform to reposition the UN Development System for effective achievement of the 2030 Agenda and SDGs. The UN RCO, led by an empowered Resident Coordinator, supports countries in achieving their development priorities and SDGs. This role is within the UN Secretariat, Department of Resident Coordinator System.

Job Purpose

This role provides essential secretarial and administrative assistance to the UN Resident Coordinator (RC) in Madagascar, ensuring the efficient and confidential operation of the RC's Front Office. The position is crucial for managing information flow, maintaining protocol, and tracking deadlines and commitments. The incumbent will support the RC's daily activities, including calendar management, meeting arrangements, mission logistics, and preparation of briefing materials. This role also involves managing high-level contact lists and correspondence, and potentially assisting with broader RCO administrative tasks such as procurement and finance, contributing to the overall effectiveness of the UN's development support at the country level.

Responsibilities

Manage the UN Resident Coordinator's calendar, schedule appointments, and take minutes for meetings with high-ranking visitors and stakeholders. Coordinate and manage the RC's mission schedule, including travel arrangements, accommodation, system approvals, and security clearances. Prepare briefing packs for the RC's participation in meetings and events in collaboration with the RCO team. Maintain and regularly update repositories of high-level partner contact lists and relevant mailing lists. Draft and prepare correspondence, directives, and comments on behalf of the UNRC for signature, ensuring timely delivery and follow-up. Screen all incoming calls and correspondence. Provide administrative support to the RCO as an alternate to the Administrative Assistant, including tasks related to contract administration, procurement, budget, finance, and human resource management.

Work Experience

A minimum of seven years of experience in administrative services, human resources, or client services is required. Experience with the UN or other international organizations is an asset. Experience in budget and finance is also mentioned.

Skills

Secretarial and administrative assistance, confidentiality, protocol procedures, information management, deadline management, calendar management, meeting coordination, mission management, correspondence preparation, screening calls, contract administration, procurement, budget and finance, human resource management, communication (French and Malagasy fluency required, English knowledge desirable).

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