Executive Associate

2 days ago

Jakarta, Indonesia United Nations Full time

The UN Secretary-General's launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs.

This position is located throughout the United Nations. The Executive Associate (EA) reports to the Resident Coordinator.

Under the guidance and direct supervision of the Resident Coordinator (RC), and in close collaboration with the Head of RC Office and in full confidentiality, the EA ensures effective and efficient functioning of the RC front-office, overall management of the RC's schedule and logístical requirements, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

**Responsibilities**:
1.ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

- Maintain supervisor's calendar, contacts with high-ranking visitors, arrangement of appointments and meetings of the RC and the RCO, acting as an interpreter when required.
- Provide protocol coverage to meetings, events and written correspondence.
- Coordinate high-quality briefing materials for Resident Coordinator for appointments, meetings, missions
- Draft correspondence, ensure that all correspondence and documents submitted to the RC are according to UN norms and standards including, directives, comments on behalf of RC for signature and action/follow-up when required.
- Prepare draft/informal translations.
- Manage RC travels, missions and representation schedule, support the preparation of travel and ensure flights booking and provision of logistics information.
- Maintain rosters of high-level partners, telephone lists for UN Agencies and Diplomatic Corps.
- Assist organize official events: travels (booking of flights, request of security clearance, arrangements at airport, etc.) for local and high level visitors as required.
- Prepare and maintain checklists and templates for relevant processes (high level visits, meetings preparation etc).

2.ENSURE PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

- Maintain the filing system (in TEAMS) ensuring safekeeping of confidential materials. Use of automated filing system.
- Coordinate the information flow in the office, follow up on circulation files.
- Screen RC incoming calls and correspondence.
- Coordinate and supervise activities to support staff engaged for the RC, e.g. Driver, Tea Lady, Messengers.
- Support organise and communicate on the various coordination meetings, including UNCT Meetings.
- Participate in the organization of official UN Days, public events, joint UN events and provide secretariat and administrative support to the UNCT
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.

3. HUMAN RESOURCES MANAGEMENT:

- Provide support to the RC and the RCO international staff in relocation matters such as documentation, visas, travel arrangements, house and school search, etc.
- Keep the RCO organigram up to date.
- Serve as the leave monitor for the RCO.

5. GENERAL ADMINISTRATION:

- Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
- Coordinate extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
- Perform other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; assist in physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).

6. CONTRACT ADMINISTRATION:

- Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, budget and finance, and human resource management.

Competencies

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

COMMUNICATION: Speaks

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