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 has undergone significant reforms 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 under the leadership of an empowered UN Resident Coordinator. The UN operates in numerous countries worldwide, employing thousands of staff members dedicated to various missions and initiatives.

Job Overview:
The Executive Assistant position is located in the United Nations Resident Coordination Office (RCO) in Accra, Ghana. The role is pivotal in ensuring the effective and efficient functioning of the Resident Coordinator's Front Office. The Executive Assistant will work under the guidance of the Head of Office and the direct supervision of the Resident Coordinator. This position requires maintaining the RC's calendar, managing logistical requirements, and ensuring the smooth flow of information. The Executive Assistant will also be responsible for drafting correspondence, managing travel arrangements, and supporting the organization of official events. The role demands a high level of confidentiality, professionalism, and the ability to work collaboratively with various stakeholders, including UN agencies and diplomatic partners.

Duties and Responsibilities:

• Ensure effective and efficient functioning of the RC Front Office by managing the Resident Coordinator’s calendar, arranging appointments, and providing protocol coverage.
• Coordinate high-quality briefing materials for the RC for meetings and events, ensuring compliance with UN standards.
• Draft key correspondence, including minutes of meetings and official notes, and provide translation services as needed.
• Manage travel logistics for the RC, including booking flights and preparing travel requests.
• Maintain contact lists of high-level partners and assist in organizing official events.
• Support communication efforts by maintaining filing systems and coordinating activities of the RC driver.
• Assist in general administration tasks, including contract administration and budget management.
• Collect and analyze data for reports and presentations, ensuring documentation of requirements for data analysis.
• Perform other relevant duties as assigned by the Resident Coordinator.

Required Qualifications:
Candidates must possess a minimum of seven years of experience in supporting senior UN officials, Ambassadors, or executive offices. Experience in coordinating schedules, preparing briefing materials, and managing information flows is essential. Familiarity with the diplomatic community and high-level government officials is required. Experience in managing resources for public engagements and communications is desirable. Candidates with a first-level university degree may have the minimum experience requirement reduced by two years. Experience with data analytics or related areas is also a plus.

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 is advantageous and may enhance a candidate's profile.

Experience:
The position requires a minimum of seven years of relevant experience in supporting senior officials within the UN or similar international organizations. Candidates with a first-level university degree may qualify with five years of experience. Demonstrated experience in managing schedules, preparing materials, and supporting leadership decision-making is crucial. Experience with high-level stakeholders and managing resources is also beneficial.

Languages:
English is the mandatory working language for this position, with a required proficiency level of UN Level II in reading, writing, listening, and speaking. French is considered a good to have language, enhancing communication capabilities within the UN framework.

Additional Notes:
This is a Fixed Term position, open for an initial period of one year, with the possibility of extension based on funding and budgetary approval. The position is subject to local recruitment, meaning applicants must be authorized to work in Ghana. Staff members recruited locally are not eligible for international allowances or benefits. The UN is committed to achieving gender balance and diversity in its workforce, and reasonable accommodations may be provided for applicants with disabilities during the recruitment process.