Administrative 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 (UN 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 are led by an empowered UN Resident Coordinator, who acts as the highest-ranking official of the UN Development System at the country level. The UN operates in numerous countries worldwide, employing thousands of staff members dedicated to various missions and initiatives.

Job Overview:
The Administrative Assistant position is located in the Resident Coordinator Office (RCO) in Podgorica, Montenegro. The incumbent will report to the Development Coordination Officer, Head of RCO, and Strategic Planner. This role is crucial for ensuring the effective and efficient functioning of the Resident Coordinator's front office. The responsibilities include managing the RC's schedule, logistical requirements, and maintaining protocol procedures. The Administrative Assistant will also manage information flow, follow up on deadlines, and commitments, and provide support in organizing meetings and events. The position requires a high level of confidentiality and professionalism, as the incumbent will interact with high-ranking officials and various stakeholders. The role is integral to the coordination of the UN's efforts in the country, ensuring that the Resident Coordinator can effectively lead and represent the UN Development System.

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

• Ensuring effective and efficient 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 RCO staff in organizing meetings and appointments with partners.
• Preparing correspondence, directives, and memos on behalf of the UNRC.
• 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, and preparing presentations and reports. 1
• Performing other related administrative duties as required.

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, one (1) year or more of experience in data analytics or a related area is also desirable. Candidates 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 a related area. This experience should demonstrate the ability to perform a broad range of administrative functions and apply knowledge of various UN administrative rules and regulations. Experience in front office management and providing support to senior executives within the UN system or international organizations is highly desirable. Additionally, experience in data analytics or related areas is a plus, as it contributes to the overall effectiveness of the role.

Languages:
Fluency in oral and written English is required for this position, as English is one of the working languages of the United Nations Secretariat. Knowledge of another official UN 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 crucial for effective communication within the UN system 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, meaning that 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 relocation expenses. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The UN is committed to achieving gender balance in its staff and encourages applications from diverse backgrounds.