Administrative Assistant

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Description

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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 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 in the Resident Coordinators Office (RCO) in Podgorica, Montenegro and to reports to the Development Coordination Officer, Head of RCO and Strategic Planner.

Responsibilities

• Ensures effective and efficient functioning of the UN RC Front Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
• Maintains the RC’s calendar, contacts high-ranking officials and visitors, arrangement of appointments and meetings, taking minutes as required, including through the coordination with UN agencies and other stakeholders, acting as an interpreter when required.
•  Maintains protocol procedures.
• Ensures services are organized for RC’s meetings, such as venue rental, translation services, and other procurement services. In coordination with RCO team members and other UN agencies, ensures timely preparation of talking points/remarks and briefing notes for RC’s meeting and events.
• Manages the RC’s missions and representation schedule, including tickets, accommodation, approval in the UMOJA system, security clearance in the system, arrangements at airport, official communication with relevant stakeholders, etc.
• Maintains repositories of high-level partner contact lists and ensures a regular update, including telephone lists for UN Agencies and Diplomatic Corps.
• Provides support in organizing and communicating about various coordination meetings and events, including UNCT Meetings
• Responds to ad-hoc requests of the RC.  ENSURE PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE:
• Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies.
• Prepares correspondence, directives, memos on behalf of the UNRC for his/her signature in line with UN standards and protocols and ensures delivery including  any follow-up when required. Arranges informal translations when required
• Drafts routine correspondence to respond to enquiries concerning relevant administrative issues, financial audit, personnel matters.
• 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. 
• Assists with visualizations and updating information material such as web pages or brochures.
• 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).
• Acts 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.

Education

Completion of 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 experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.    Experience in front office management is desirable.    Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies 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 post, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.  NOTE: “Fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and ” Knowledge of equals a rating of’ confident” in two of the four areas.

Source: https://careers.un.org/jobSearchDescription/255977?language=en

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