Administrative 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 and the attainment of the SDGs. The UN RCO operates under the guidance of an empowered UN Resident Coordinator, who is the highest-ranking official of the UN Development System at the country level. The organization aims to deliver more efficiently and effectively, ensuring that the UN's mission aligns with global development goals. The UN has a presence in numerous countries worldwide, employing thousands of staff members dedicated to various missions and initiatives.

Job Overview:
The Administrative Executive Assistant position is located in the Resident Coordinator's Office (RCO) in Podgorica, Montenegro. The role is pivotal in ensuring the effective and efficient functioning of the RC front-office. The incumbent will work closely with the Development Coordination Officer, Head of RCO, and Strategic Planner, providing comprehensive administrative support. This includes managing the RC's schedule, logistical requirements, and maintaining protocol procedures. The position requires a high level of confidentiality and professionalism, as the assistant will handle sensitive information and interact with high-ranking officials and stakeholders. The role also involves organizing meetings, preparing correspondence, and ensuring smooth communication within the office and with external partners. The assistant will be responsible for various administrative tasks, including managing information flow, following up on commitments, and supporting the overall operations of the RCO.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Executive Assistant include:

• Ensuring effective functioning of the UN RC Front Office, maintaining confidentiality, and managing information flow.
• Maintaining the RC's calendar, arranging appointments and meetings, and taking minutes as required.
• Organizing services for RC meetings, including venue rental and translation services.
• Managing the RC's missions and representation schedule, including travel arrangements and official communications.
• Maintaining high-level partner contact lists and ensuring regular updates.
• Supporting the organization of coordination meetings and events, including UNCT Meetings.
• Preparing correspondence, directives, and memos for the UNRC's signature.
• Maintaining the filing system and ensuring safekeeping of confidential materials.
• Acting as an alternate to the RCO Administrative Assistant when required. 1
• Assisting with data collection and analysis, preparing presentations and reports, and ensuring documentation of requirements for data analysis. 1
• Performing other related administrative duties as assigned.

Required Qualifications:
The position requires a minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or a related area. Candidates with a first-level university degree may have the minimum experience requirement reduced by two (2) years. 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 areas is also considered an asset. The candidate must demonstrate a strong understanding of UN administrative, financial, and human resources rules and regulations.

Educational Background:
Completion of a high school diploma or equivalent is required. A relevant first-level university degree may be accepted in lieu of two years of required experience. This educational background is essential for understanding the administrative functions and responsibilities associated with the position.

Experience:
Candidates must have a minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources, or related areas. This experience is crucial for effectively managing the diverse administrative tasks and responsibilities of the position. Those with a first-level university degree may have the minimum experience requirement reduced by two (2) years. Experience in front office management and providing senior executive support within the UN system or international organizations is highly desirable, as is experience in data analytics or related fields.

Languages:
Fluency in oral and written English is required for this position, as English and French are the working languages of the United Nations Secretariat. Knowledge of another official United Nations language is considered an advantage. Fluency is defined as a rating of 'fluent' in all four areas (reading, writing, speaking, understanding), while knowledge is rated as 'confident' in two of the four areas. This language proficiency is essential for effective communication within the UN and with external stakeholders.

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 the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses related to their relocation. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations is committed to achieving gender balance in its staff and encourages applications from diverse backgrounds.