EXECUTIVE ASSISTANT

Org. Setting and ReportingThe UN Secretary-General launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs. This position is located in the UN Resident Coordinator's Office in Angola, and reports to the Resident Coordinator and to Head of Office. Led by the RC, the RCO supports the UN coherent effort and a coordinated UN response to Angola’s development priorities. It liaises directly with the Ministry of Foreign Affairs, Ministry of Planning, Cooperation and Communities to ensure alignment with national priorities and constructive cooperation directly and through the UN Sustainable Development Cooperation Framework, signed by the UN and the Government. ResponsibilitiesUnder the guidance of the Head of Office and and in full confidentiality, the Executive Associate ensures effective and efficient functioning of the RC front-office. He/She is responsible for the overall management of the RC's schedule and logistical requirements, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. Within delegated authority, the incumbent will perform the following duties: 1. 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 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 lists for UN Agencies and Diplomatic Corps. • Provides support in organizing and communicating about various coordination meetings and events, including UNCT Meetings • Supports RCO staff in organizing meetings, appointments with partners (transportation arrangements among others) when requested. • Responds to ad-hoc requests of the RC. 2. 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. • 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. • 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. 3. 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. • Ensures that all related logistics at the RCO are 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. • 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 • Performs other relevant duties as assigned. CompetenciesPROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g. maintaining the supervisor’s calendar, arrangement of appointments and meetings, 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. Ability to analyze and interpret data in support of decision-making and convey resulting information to management. 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. TEAM WORK: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. EducationCompletion of High school diploma or equivalent is required. Additional certification in any of the following areas: administrative services, finance, accounting, audit, human resources or related area is desirable. Job - Specific QualificationNot available. Work ExperienceA 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 work experience is reduced by two (2) years for candidates who possess a first level University degree. Experience in supporting senior officials, eg Ambassadors, UN officials and other Executive officers is desirable. Experience with diplomatic community, high level government officials and other key partners and stakeholders such as private sector, civil society organizations is desirable. Work experience of one (1) year or more in Data Analytics is desirable. Working experience with an Enterprise Resource Planning (ERP) system such as Umoja (or similar) is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Portuguese is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).