Duties And Responsibilities
Under the direct supervision of the Administrative and Finance Officer, the Executive Associates will be responsible for the following duties:
Ensures effective and efficient functioning of the HoO’s office focusing on achievement of the following results:
Maintenance of the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Maintenance of protocol procedures.
Preparation of high-quality briefing materials for HoO’s appointments, meetings, missions.
Preparation of informal translations.
Management of HoO’s missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of the HoO for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the HoO’s office.
Ensures provision of effective communications support to the office focusing on achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
Coordination of the information flow in the office, follow up on circulation files.
Facilitate information sharing with the UNCT.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.
Screening of all incoming calls and correspondence.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice.
Organization of specialized trainings for secretaries.
Organization of trainings to UN staff on coordination, administration and protocol issues.
Experience
A minimum of 4 years of progressively responsible experience in administration is required.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
Experience in handling web-based management systems is desirable.
Experience working with the UN or other international organizations is desirable.
Experience working in a front office or executive assistant role is desirable