Executive Assistant
Organizational Context
The UN Secretariat's reform aims to enhance the UN Development System's effectiveness in achieving the 2030 Agenda and SDGs. The UN Resident Coordinator Offices (UN RCO), led by empowered Resident Coordinators, support national development priorities. This Executive Assistant role is within the UN RCO in Colombo, Sri Lanka, reporting to the Head of Office and guided by the RC.
Job Purpose
The Executive Assistant ensures the efficient functioning of the Resident Coordinator's (RC) Front Office, managing the RC's schedule, logistical requirements, and protocol procedures. This includes coordinating appointments, meetings, and events, preparing high-quality briefing materials, and drafting correspondence. The role involves managing RC travel, maintaining contact lists, and supporting the organization of official events and incoming missions. Additionally, the Executive Assistant provides effective communication support, manages the office filing system, screens calls and correspondence, and coordinates with the RC's driver. The position also supports the RC in human resources matters and acts as an alternate for administrative tasks, including data analysis and report preparation, ensuring smooth office operations and effective support for the RC's mandate.
Responsibilities
Manage the Resident Coordinator’s (RC) calendar, schedule appointments, and arrange meetings, ensuring logistical details for event participation and providing interpretation or minute-taking as needed. Coordinate and prepare high-quality briefing materials and correspondence for the RC, ensuring adherence to UN standards. Draft official documents, including letters, memorandums, and minutes, and provide translation services. Oversee RC travel arrangements, including requests, bookings, and follow-up on reports and claims. Maintain contact lists for high-level partners and diplomatic corps. Assist in organizing official events and supporting high-level visitors. Serve as the protocol focal point, liaising with the Ministry of Foreign Affairs. Provide communication support by managing the filing system, screening calls, and coordinating meetings. Support the organization of UN Days and public events, and assist incoming missions with logistics and visas. Follow up on deadlines and commitments, and coordinate report submissions. Provide HR support for documentation and visas, and manage protocol matters for RCO staff. Act as an alternate for administrative tasks, including contract administration, budget, finance, and HR management, and assist with data analysis and report preparation.
Work Experience
A minimum of seven years of experience in administrative support, coordination, logistics, or front office functions is required. This is reduced to five years for candidates with a first-level university degree. Experience supporting senior officials, managing protocol, organizing events, and working with the UN or international organizations is desirable. One year of experience in data analytics is also desirable.
Skills
Professionalism, Planning and Organizing, Communication, Data analysis, Administrative support, Coordination, Logistics, Protocol management, Event organization, Correspondence drafting, Filing systems, Time management, Interpersonal skills.