Executive Assistant
Organizational Context
The UN Resident Coordinator Offices (UN RCO) are integral to the UN's global reform, supporting countries in achieving development priorities and the Sustainable Development Goals. This role is situated within the UN RCO in Malawi, operating under the guidance of the Head of Office and direct supervision of the Resident Coordinator, ensuring the efficient functioning of the RC's 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 Malawi. This involves comprehensive management of the RC's schedule, logistical requirements, and protocol procedures. The position is key to maintaining smooth information flow, tracking deadlines and commitments, and providing essential administrative and operational support to the RCO. By managing these critical functions, the Executive Assistant directly contributes to the RCO's ability to support the country's development priorities and the achievement of the Sustainable Development Goals, aligning with the UN's global reform initiatives.
Responsibilities
The Executive Assistant is responsible for ensuring the effective functioning of the RC Front-Office by managing the Resident Coordinator's calendar, representation schedule, and appointments. This includes coordinating high-quality briefing materials, drafting correspondence, and managing travel and missions. The role involves maintaining contact lists of high-level partners and assisting in the organization of official events and visits. Additionally, the Executive Assistant provides effective communication support by maintaining the filing system, screening calls and correspondence, and coordinating inter-Agency meetings. General administration duties include acting as an alternate for the Administrative Assistant, supporting RCO administrative tasks, and assisting with data collection, analysis, and reporting for planning and decision-making.
Work Experience
A minimum of seven years of experience in executive, administrative, coordination, or operational support is required. This experience should include roles requiring discretion, confidentiality, and interaction with senior management or external stakeholders. Experience within the UN system, government, or international organizations is preferred. Experience in coordinating schedules, preparing briefing materials, managing information flow, and supporting administrative/financial/HR processes is essential.
Skills
Professionalism, Planning & Organizing, Client Orientation, ability to perform administrative functions (budget, HR, database management), data analysis and interpretation, communication, and discretion.