The UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently 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, support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (RCO) in Amman, Jordan. Under the direct supervision of the Head of Office and guidance of the RC and in full confidentiality, the Executive Assistant ensures effective and efficient functioning of the RC Front-Office, overall management of the RC's schedule and logistical requirements, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made. Responsibilities Within delegated authority, the Executive Assistant will be responsible for the following duties:

1. ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC FRONT OFFICE:

• Maintain the Resident Coordinator s calendar and representation schedule, arrange appointments and meetings of the RC, coordinates logistical and protocol arrangements for official functions, liaises with diplomatic missions, government counterparts and UN entities; ensure compliance with UN and host country protocol requirements, and act as an interpreter and/or take minutes of meetings when required.
• Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted to the RC are according to UN norms and standards, including directives.
• Coordinate comments on behalf of RC for signature and action/follow-up when required.
• Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and provide translation for official correspondence.
• Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims.
• Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
• Assist in organizing official events: travel (booking flights, request for security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
• In collaboration with the RCO team, prepare and maintain checklists and templates for relevant processes (high-level visits, meetings preparation, etc).
• Provide all similar services and support to RC.

2. PROVIDE ADMINISTRATIVE AND COMMUNICATIONS SUPPORT TO THE OFFICE:

• Maintain the filing system (in Microsoft Teams/SharePoint), ensuring the safekeeping of confidential materials.
• Use of automated filing system.
• Screen RC incoming calls and correspondence.
• Support the organization and communication of 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.
• Support the Head of Office on engagement with external partners, preparation of and follow-up on events/high-level missions/official engagements and management of administrative processes.
• Assists with visualizations and updating information material such as web pages or brochures.

3. GENERAL 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, office time management, budget and finance, and human resource management.
• Coordinate the activities of the RC driver.
• Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
• Provide support to the office on protocol matters and liaise with related departments in UN entities and in the Government
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Ensures that requirements and background information used for data analysis are documented.
• Performs other relevant duties as assigned.

Competencies

PROFESSIONALISM: Ability to apply sustainable development theories, concepts and approaches. Ability to conduct independent research and analysis on sustainable development topics, determine suitability, validity and accuracy of data provided by different sources. Shows skill in developing sources for data collection. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

Not available.

Work Experience

A minimum of seven (7) years of experience in executive assistance, administrative support or front office functions at senior management level is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Demonstrated experience in supporting senior officials or executive offices, including protocol arrangements is required. Demonstrated experience in organizing meetings, missions and high-level events, including coordination with internal and external stakeholders is required. Work experience with the United Nations, international organization, diplomatic mission or government institution is desirable. One(1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this job opening, English and Arabic are required.

Desired Candidate Profile

• Completion of a High school diploma or equivalent is required.
• Bachelor's or Advanced University Degree in Business Administration, Office Management, Communication or related fields would be an advantage.
• A minimum of seven (7) years of experience in executive assistance, administrative support or front office functions at senior management level is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
• Demonstrated experience in supporting senior officials or executive offices, including protocol arrangements is required.
• Demonstrated experience in organizing meetings, missions and high-level events, including coordination with internal and external stakeholders is required.
• Work experience with the United Nations, international organization, diplomatic mission or government institution is desirable.
• One(1) year or more of experience in data analytics or related area is desirable.
• English and Arabic are required.