UN 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 maintain international peace and security" style="border-bottom: 1px dotted #007bff !important;">security, promote sustainable development, uphold human rights, and foster social and economic progress. The UN operates in various countries around the world, with a focus on addressing global challenges through cooperation and collaboration among nations. The UN Development System, which includes the UN Resident Coordinator Offices (UN RCO), was restructured in 2019 to enhance its effectiveness in achieving the 2030 Agenda and the Sustainable Development Goals (SDGs). The UN RCO in Sudan plays a crucial role in supporting the country’s development priorities and facilitating the attainment of the SDGs.

Job Overview:
The UN Executive Assistant position is located in the United Nations Resident Coordination Office (RCO) in Sudan. The role is pivotal in ensuring the effective and efficient functioning of the Resident Coordinator's (RC) 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 a high level of confidentiality and discretion, as the Executive Assistant will manage the RC's schedule, logistical requirements, and information flow. The role also involves drafting correspondence, coordinating meetings, and supporting the RC in various administrative and operational tasks. The Executive Assistant is expected to maintain a professional demeanor and contribute to the overall success of the office by ensuring that all activities align with UN norms and standards.

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 RC Front Office by managing the RC's calendar, arranging appointments and meetings, providing protocol coverage, and ensuring logistical details for events.
• Coordinating high-quality briefing materials for the RC, ensuring all correspondence meets UN standards, and drafting key documents such as minutes of meetings and official correspondence.
• Managing travel arrangements for the RC, including preparing travel requests, booking flights, and following up on trip reports.
• Maintaining contact lists of high-level partners and assisting in organizing official events.
• Supporting effective communication within the office by maintaining filing systems, screening incoming calls, and coordinating activities of the RC driver.
• Acting as an alternate to the RCO Administrative Assistant when required, providing support in administrative tasks, budget monitoring, and personnel actions.
• Assisting in data collection and analysis, preparing presentations and reports, and ensuring documentation is maintained for data analysis.
• 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 a related field being highly desirable. A strong understanding of UN administrative, financial, and human resources rules and regulations is essential. The ability to perform a broad range of administrative functions, including budget management and database management, is required. Candidates should demonstrate professionalism, efficiency, and a commitment to gender equality in the workplace.

Educational Background:
The minimum educational requirement for this position is a high school diploma or equivalent. However, candidates with a bachelor's or advanced degree in relevant fields such as business administration, office management, or communication will be given preference. This educational background is crucial for understanding the complexities of administrative functions within the UN framework.

Experience:
A minimum of seven years of experience in executive, administrative, coordination, or operational support functions is required. This experience should include roles that necessitate a high degree of discretion and confidentiality, as well as interaction with senior management and external stakeholders. Candidates with a first-level university degree or higher may have the minimum experience requirement reduced to five years. Relevant experience within the UN system, government institutions, or international organizations is highly valued. Demonstrated experience in managing schedules, preparing briefing materials, and supporting leadership decision-making is essential.

Languages:
For this position, proficiency in English and Arabic is required. Candidates must meet the UN Language Framework standards, with a minimum level of proficiency in reading, writing, listening, and speaking for both languages. Knowledge of French is considered an asset but is not mandatory.

Additional Notes:
This is a Fixed Term position with an initial appointment period of one year, subject to availability of funds and budgetary approval. The position is open for local recruitment, meaning applicants must be authorized to work in Sudan. 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 as soon as possible after the job opening has been posted.