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 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 Sustainable Development Goals (SDGs). The UN RCO in Malawi supports the country in its development priorities and the attainment of the SDGs, operating under the leadership of an empowered and independent UN Resident Coordinator.

Job Overview:
The UN Executive Assistant plays a crucial role in ensuring the effective and efficient functioning of the Resident Coordinator's Front Office. This position involves managing the RC's schedule, logistical requirements, and protocol procedures, while maintaining confidentiality. The Executive Assistant is responsible for providing substantive support to the administrative and operational management of the RCO, ensuring that the RC is well-prepared for meetings and events. The role requires a high degree of discretion and the ability to coordinate various activities, including travel arrangements and communication with high-level partners and stakeholders. The Executive Assistant must also contribute to the overall success of the RCO by supporting the RC in achieving development goals and facilitating effective communication within the office and with external partners.

Duties and Responsibilities:

• Ensure effective and efficient functioning of the RC Front Office by maintaining the Resident Coordinator’s calendar, arranging appointments and meetings, providing protocol coverage, and ensuring logistical details for RC participation in events.
• Coordinate high-quality briefing materials for the RC, ensuring all correspondence and documents meet UN standards.
• Draft key correspondence, manage RC travel and missions, and maintain contact lists of high-level partners.
• Assist in organizing official events and prepare checklists and templates for relevant processes.
• Maintain a filing system for confidential materials and screen incoming calls and correspondence.
• Support the organization of inter-Agency coordination meetings and contribute to the preparation of speeches and presentations for the RC.
• Act as an alternate to the RCO Administrative Assistant when required, providing support in administrative tasks, contract administration, budget and finance, and human resource management.
• Assist with data collection and analysis, preparation of reports, and updating information materials.
• Perform other relevant duties as assigned.

Required Qualifications:
Completion of a high school diploma or equivalent is required. Additional training in business administration, office management, communication, or a related field is an advantage. Candidates should possess strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Professionalism, client orientation, and the ability to work under pressure are essential qualities for this role. Knowledge of UN administrative, financial, and human resources rules and regulations is also beneficial.

Educational Background:
A high school diploma or equivalent is required for this position. Additional/supplemental training in business administration, office management, communication, or a related field is considered an advantage. Candidates with a first-level university degree or higher may have a reduced experience requirement.

Experience:
A minimum of seven years of experience in executive, administrative, coordination, or operational support functions is required. This experience should include roles that require a high degree of discretion, confidentiality, and interaction with senior management or external stakeholders. For candidates with a first-level university degree or higher, the minimum experience requirement is reduced to five years. Relevant experience within the UN system, government institutions, or international organizations is preferred. Experience in coordinating schedules, preparing briefing materials, and supporting leadership decision-making is essential. Familiarity with data analytics or Enterprise Resources Planning systems is desirable.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, and proficiency in French is considered an asset for this role.

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 position is subject to local recruitment, and applicants must be authorized to work for the United Nations in Malawi. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The UN is committed to achieving gender balance and creating a diverse and inclusive environment. Reasonable accommodation may be provided for applicants with disabilities upon request.