Executive Assistant

Job Posting Organization:
The United Nations Development System was restructured on January 1, 2019, under the leadership of the UN Secretary-General to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN Resident Coordinator Offices (UN RCO) play a crucial role in this reform, supporting countries in their development priorities. The UNRC Office for Malaysia operates with a multi-country status, also covering Brunei and Singapore, and is located in Putrajaya, Malaysia.

Job Overview:
The Executive Assistant position is integral to the UN Resident Coordinator's Office (UNRCO) in Kuala Lumpur, Malaysia. The role involves ensuring the effective and efficient functioning of the Resident Coordinator's front office, managing the RC's schedule, and overseeing logistical requirements. The Executive Assistant will maintain confidentiality, manage information flow, and follow up on deadlines and commitments. This position requires a proactive approach to administrative functions, including contract administration, budget management, and human resource management, all while supporting the overall mission of the UN in the region.

Duties and Responsibilities:
The Executive Assistant will be responsible for a wide range of duties, including but not limited to: ensuring the effective functioning of the UN RC Front Office, maintaining the RC's calendar, coordinating appointments and meetings, taking minutes, and managing protocol procedures. The role also involves drafting official communications, organizing services for meetings, managing the RC's missions and representation schedule, maintaining high-level partner contact lists, and supporting RCO staff in organizing meetings. Additionally, the Executive Assistant will handle general administration tasks, including contract administration, budget and finance, and human resource management, while also assisting with data collection and analysis for reporting purposes.

Required Qualifications:
Candidates must possess a minimum of seven years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. A first-level university degree can reduce the required experience by two years. Experience in front office management and providing senior executive support within the UN system or international organizations is desirable. Familiarity with data analytics is also a plus.

Educational Background:
Completion of a high school diploma or equivalent is required. A university degree is considered an advantage, although not mandatory for the position.

Experience:
The position requires a minimum of seven years of relevant experience in administrative services or related fields. Candidates with a first-level university degree may qualify with five years of experience. Experience in front office management and support roles within the UN or similar organizations is highly desirable, along with experience in data analytics or related areas.

Languages:
English is required at UN Level II for reading, writing, listening, and speaking. Additionally, proficiency in Malay or Bahasa is required at the same level. Candidates should demonstrate strong communication skills in both languages, as they will be essential for the role.

Additional Notes:
This is a Fixed Term position, initially for 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 Malaysia. 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. All applicants are encouraged to apply online promptly, and the UN does not charge any fees during the recruitment process.