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, which includes the UN Resident Coordinator Offices (RCO), was reformed in 2019 to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCOs support countries in their development priorities and work towards the attainment of the SDGs, ensuring that the UN's efforts are aligned with national needs and priorities. The UN employs thousands of staff across various countries, working in diverse fields to promote sustainable development and humanitarian assistance.

Job Overview:
The Executive Assistant position is located in the United Nations Resident Coordination Office (RCO) in Abuja, Nigeria. The role is crucial for ensuring the effective and efficient functioning of the Resident Coordinator's (RC) Front Office. The Executive Assistant will manage the RC's schedule, logistical requirements, and protocol procedures, while also maintaining the flow of information and following up on commitments. This position requires a high level of confidentiality and professionalism, as the Executive Assistant will be the primary point of contact for the RC's communications and engagements. The role involves drafting correspondence, managing travel arrangements, and organizing official events, all while ensuring that the RC is well-prepared for meetings and engagements. The Executive Assistant will also support the RC in various administrative tasks and contribute to the overall success of the RCO's mission.

Duties and Responsibilities:
The Executive Assistant will be responsible for a wide range of duties, including:

• Ensuring the effective functioning of the RC Front Office by maintaining the RC's calendar, arranging appointments, and providing logistical support for events.
• Coordinating high-quality briefing materials for the RC and ensuring compliance with UN norms in all correspondence.
• Drafting key correspondence, including minutes of meetings and official notes, and providing translation services as needed.
• Managing travel logistics for the RC, including booking flights and preparing travel requests.
• Maintaining contact lists of high-level partners and assisting in organizing official events.
• Supporting the RC in administrative tasks, including contract administration and human resource management.
• Assisting with data collection and analysis, as well as preparing presentations and reports.
• Ensuring the safekeeping of confidential materials and maintaining an organized filing system.
• Participating in the organization of UN events and meetings, providing secretariat support as required. 1
• Performing other relevant duties as assigned by the RC or Head of Office.

Required Qualifications:
Candidates must possess a minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. This requirement can be reduced by two (2) years for candidates with a first-level university degree. Experience in front office management and providing senior executive support within the UN system or international organizations is desirable. Additionally, experience in data analytics or related fields is a plus. Candidates should demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations, as well as the ability to perform analysis and interpretation of data to support decision-making.

Educational Background:
A high school diploma or equivalent is required for this position. A bachelor's or advanced university degree in business administration, office management, communication, or related fields is preferred and would be considered an advantage. This educational background will provide the necessary skills and knowledge to effectively manage the responsibilities associated with the Executive Assistant role.

Experience:
The position requires a minimum of seven (7) years of relevant experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree may qualify with five (5) years of experience. Experience in front office management is desirable, as is experience in providing administrative support within the UN system or international organizations. Additionally, candidates should have at least one (1) year of experience in data analytics or a related area, which will be beneficial for the role.

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 also a working language of the United Nations Secretariat, and proficiency in French would be considered an asset, although it is not mandatory for this position. Candidates should refer to the UN Language Framework for specific language skill requirements.

Additional Notes:
This is a Fixed Term position, open for an initial period of one year, with the possibility of extension subject to availability of funds and budgetary approval. The appointment is on a local basis, and applicants must be authorized to work for the United Nations in Nigeria. Staff members subject to local recruitment are not eligible for allowances or benefits that are exclusive to international recruitment. The United Nations is committed to achieving gender balance in its workforce and encourages applications from qualified women and men. All applicants are strongly encouraged to apply online as soon as possible after the job opening has been posted and well before the deadline. The UN does not charge a fee at any stage of the recruitment process.