Resident Coordinator System Executive Associate (Administrative Assistant) – Temporary Jobs in Ghana
Org. Setting and Reporting
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.
Under the guidance and direct supervision of the UN Resident Coordinator (RC), the Executive Associate to RC ensures effective and efficient functioning of the RC office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Executive Associate primarily assists the United Nations Resident Coordinator in fulfillment of his/her day-to-day responsibilities. The Executive Associate to RC works in close collaboration with relevant internal and external stakeholders to ensure efficient flow of information, actions on instructions, agendas and delegated responsibilities.
Responsibilities
Within delegated authority, the Executive Associate to RC will be responsible for the following duties:
Ensures effective and efficient functioning of the RC office focusing on achievement of the following results:
Maintenance of the RC’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes, including through the coordination with UN agencies and other stakeholders.
Maintenance of protocol procedures.
Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.
Preparation of informal translations.
Management of RC missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of RC for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the RC 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.
Facilitation of information sharing between UNCT and the UN RC Office.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
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.
Coordinate logistics for events organized by the RCO to ensure timely decision-making and broad participation:
Make reservations form meeting and conference spaces, following BOS procedures, and follow up to ensure prompt payments.
Commission catering services for UNCT and other events and follow up to ensure prompt payments.
Prepare materials for UNCT meetings and events, including duplication of hand-outs and distribution of agendas and meeting notes.
Oversee the distribution of invitations to stakeholders, follow up RSVPs, prepare lists of participants and facilitate security clearances into the building.
General Administration:
Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and in the field.
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.
Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences, and translations).
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 training to UN staff on coordination, administration and protocol issues, if required.
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.
Assists with visualizations and updating information material such as web pages or brochures.
Ensures that requirements and background information used for data analysis are documented
Perform other relevant duties as required.
Competencies
Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. 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.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
Education
Completion of Secondary/high school diploma or equivalent is required.
Relevant first-level university degree may be accepted in lieu of two years of required experience.
Work Experience
A minimum of seven (7) years of progressively responsible secretarial, administrative, programme, public relations or related area is required.
The minimum years of relevant experience is reduced to five years for candidates who possess a first level University degree.
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems is required.
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 the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
How to Apply
For more information and job application details, see; Resident Coordinator System Executive Associate (Administrative Assistant) – Temporary Jobs in Ghana
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