高校毕业生到国际组织实习任职信息服务平台

Responsibilities

Within delegated authority, the Executive Associate will be responsible for the following duties: ENSURE EFFECTIVE AND EFFICIENT SUPPORT TO THE FUNCTIONS OF THE RESIDENT COORDINATOR AND RCO: ？ Ensures effective and efficient functioning of the UN RC Front Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. ？ Maintains the RC's calendar, contacts high-ranking officials and visitors, arrangement of appointments and meetings, taking minutes as required, including through the coordination with UN agencies and other stakeholders, acting as an interpreter when required. ？ Maintains protocol procedures. Ensures adherence to established UN and host country protocol standards in all official engagements and communications of the UNRC. This includes coordinating with government ministries, diplomatic missions, and relevant stakeholders to manage high-level visits, courtesy calls, and ceremonial events. The role involves the drafting, formatting, and processing of Note Verbales, official letters, appropriate diplomatic exchanges, and other internal and external communications on behalf of the RC and RCO. ？ Ensures services are organized for RC's meetings, such as venue rental, translation services,and other procurement services. In coordination with RCO team members and other UN agencies, ensures timely preparation of talking points/remarks and briefing notes for RC's meeting and events. ？ Manages the RC's missions and representation schedule, including tickets, accommodation, approval in the UMOJA system, security clearance in the system, arrangements at airport, official communication with relevant stakeholders, etc. ？ Maintains repositories of high-level partner contact lists and ensures a regular update, including telephone and email lists for UN Agencies and Diplomatic Corps; also responsible for maintaining and updating the RCO database of UNCT members, Results and Thematic Groups, and other inter-agency coordination mechanisms, as well as database of stakeholder contact lists by categories.. ？ Provides support in organizing and communicating about various coordination meetings and events, including UNCT Meetings, the Common Premises Management Committee and other meetings and their follow-up actions. ？ Supports RCO staff in organizing meetings, appointments with partners (transportation arrangements among others) when requested. ？ Organize and follow up Management of the different UN Distribution lists ？ Responds to ad-hoc requests of the RC. ENSURE PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE: ？ Prepares correspondence, directives, memos on behalf of the UNRC for his/her signature in line with UN standards and protocols and ensures delivery including any follow-up when required. Arranges informal translations when required ？ Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system in soft and hard copies. Ensures that the RCO Teams’ folders are well-organized and regularly updated as needed.. ？ Coordinates the information flow in the office, follows up on circulation files. ？ Takes notes during the weekly RCO staff meetings, shares with the team, ensures follow up actions, in line with the RCO’s annual and monthly/weekly workplans. ？ Prepares minutes of the UNCT meetings and keeps a registry of UNCT decisions ？ Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the UN RC. ？ Screens and registers all incoming calls and correspondence, arranges translation and coordinates respective follow-up with relevant team members and UN agencies in line with RC's instructions ？ Shares the agenda of RC with concerned staff and ensures a daily coordination with the driver as necessary. GENERAL ADMINISTRATION: ？ Acts as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks as required, including contract administration, budget and finance, and human resource management. ？ Maintains and regularly updates the RCO Leave Monitor, tracks absences and work-from-home arrangements of RCO team members, and provides timely reports to the Head of RCO ？ Ensures that all related logistics at the RCO, including during UNCT and other meetings, well functioning, including IT related matters, electricity, AC, etc. ？ Drafts routine correspondence to respond to enquiries concerning relevant administrative issues, financial audit, personnel matters. ？ Performs other related administrative duties, as required (e.g. operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences, and translations). ？ Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. ？ Participates in the Operations Management Team and its related working groups as needed; and supports related reporting via the Information Management System as needed. ？ Assists with visualizations and updating information material such as web pages or brochures. ？ Ensures that requirements and background information used for data analysis are documented ？ Follow up on new guidances and Standard Operating Procedures relevant to the office functioning. ？ Performs other relevant duties as assigned

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

Completion of High school diploma or equivalent is required. University degree is an advantage.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Experience in front office management is desirable. Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is desirable. One(1) year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English and Malay Language (Bahasa Melayu/Bahasa Malaysia) is required. Knowledge of another official United Nations language is an advantage. NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and " Knowledge of equals a rating of' confident" in two of the four areas.