Executive Assistant
Organizational Context
The UN Resident Coordination Office (RCO) in Sudan supports the achievement of national development priorities and the Sustainable Development Goals, operating under a global reform of the UN Development System. This role is situated within the RC Front-Office, directly supporting the Resident Coordinator and contributing to the effective functioning of the RCO.
Job Purpose
The Executive Assistant ensures the efficient operation of the Resident Coordinator's (RC) Front Office in Sudan, supporting the UN's reform agenda for achieving the 2030 Agenda and Sustainable Development Goals. This involves managing the RC's schedule, logistical requirements, and correspondence, as well as maintaining protocol procedures and information flow. The role is crucial for facilitating the RC's engagement with high-level partners and UN agencies, ensuring seamless communication and administrative support for the RCO's coordination efforts and the RC's missions and events.
Responsibilities
Manage the Resident Coordinator's (RC) calendar, schedule appointments, and coordinate meetings, ensuring logistical arrangements and protocol adherence for events and missions. Prepare high-quality briefing materials and official correspondence, including drafting notes and minutes. Oversee travel arrangements for the RC and visitors, including flight bookings and security clearances. Maintain contact lists of key stakeholders and support the organization of official events. Provide effective communication support by managing the filing system, screening calls and correspondence, and coordinating meetings, including UNCT sessions. Offer administrative support, potentially acting as an alternate to the Administrative Assistant, assisting with budget, finance, human resources, and data analysis for reporting and decision-making.
Work Experience
A minimum of seven years of experience in executive or administrative support is required, reduced to five years for candidates with a first-level university degree. Experience within the UN system, government, or international organizations is necessary. Demonstrated experience in schedule management, briefing preparation, information flow, and supporting leadership is required. Experience in administrative, financial, HR, or logistical processes, and with ERP systems like UMOJA, is desirable.
Skills
Professionalism, Planning & Organizing, Client Orientation, Data analysis, Budget/work programme management, Human resources management, Database management, Communication, Interpersonal skills, Confidentiality, Discretion.