Executive Assistant

Job Posting Organization:
The United Nations (UN) is an international organization founded in 1945, currently comprising 193 member states. Its mission is to promote peace, security" style="border-bottom: 1px dotted #007bff !important;">security, and cooperation among nations, and to address global challenges such as poverty, inequality, and climate change. The UN Development System was reformed in 2019 to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN Resident Coordinator Offices (RCO) play a crucial role in supporting countries to meet their development priorities and SDGs, operating under the leadership of an empowered UN Resident Coordinator. The UN has a diverse workforce and is committed to gender equality and inclusivity in its operations.

Job Overview:
The Executive Assistant position is located within the United Nations Resident Coordination Office (RCO) in Brasilia, Brazil. The role is pivotal in ensuring the effective and efficient functioning of the Resident Coordinator's (RC) Front Office. The Executive Assistant will manage the RC's schedule, handle logistical requirements, maintain protocol procedures, and facilitate the flow of information. This position requires a high level of confidentiality and professionalism, as the Executive Assistant will be the first point of contact for the RC and will liaise with various stakeholders, including diplomatic missions, government counterparts, and UN entities. The Executive Assistant will also be responsible for drafting correspondence, managing travel arrangements, and organizing official events, thereby playing a key role in supporting the RC's functions and responsibilities.

Duties and Responsibilities:
The Executive Assistant will undertake a variety of duties, including but not limited to:

• Ensuring the effective functioning of the RC Front Office by maintaining the RC's calendar, arranging appointments, coordinating logistical and protocol arrangements for official functions, and liaising with diplomatic missions and UN entities.
• Drafting key correspondence and managing the flow of documents to ensure compliance with UN norms and standards.
• Organizing travel and missions for the RC, including preparing travel requests and logistics information.
• Maintaining contact lists of high-level partners and assisting in organizing official events.
• Supporting effective communications within the office by maintaining filing systems and coordinating activities of the RC driver.
• Assisting with general administration tasks, including contract administration, budget management, and human resource management.
• Collecting and analyzing data for reports and presentations, ensuring that all relevant information is documented and accessible.
• Performing other relevant duties as assigned by the RC or Head of Office.

Required Qualifications:
Candidates must possess a high school diploma or equivalent, with a bachelor's or advanced university degree in business administration, office management, communication, or related fields being an advantage. A minimum of seven years of experience in executive assistance, administrative support, or front office functions at a senior management level is required. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Demonstrated experience in supporting senior officials, organizing meetings, and coordinating high-level events is essential. Experience with the United Nations or similar international organizations is desirable, along with experience in data analytics or related areas.

Educational Background:
Completion of a high school diploma or equivalent is required. A bachelor's or advanced university degree in business administration, office management, communication, or related fields would be advantageous for this position.

Experience:
The position requires a minimum of seven years of relevant experience in executive assistance, administrative support, or front office functions at a senior management level. Candidates with a first-level university degree may have this requirement reduced by two years. Experience in supporting senior officials, organizing meetings, and coordinating high-level events is essential, with additional preference given to candidates with experience in international organizations or government institutions.

Languages:
Fluency in English and Portuguese is required for this position, with English and French being the working languages of the United Nations Secretariat. Candidates must demonstrate proficiency in reading, writing, listening, and speaking in both English and Portuguese at UN Level II. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
This is a Fixed Term position, initially for one year, with the possibility of extension subject to availability of funds and budgetary approval. The position is subject to local recruitment, meaning that applicants must be authorized to work in Brazil. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations is committed to achieving gender balance and diversity in its workforce, and reasonable accommodations may be provided for applicants with disabilities. All applicants are encouraged to apply online as soon as possible after the job opening is posted.