Org. Setting and Reporting

The 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 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, support countries in the achievement of their development priorities and the attainment of the SDGs. The position is located in the United Nations Resident Coordination Office (RCO) in Accra, Ghana. Under the guidance of the Head of Office and direct supervision of the Resident Coordinator (RC), and in full confidentiality, the Executive Assistant ensures effective and efficient functioning of the RC Front-Office, 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 Executive Assistant will be responsible for the following duties:

Responsibilities

1. ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC FRONT OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

• Maintain the Resident Coordinators calendar and representation schedule, arrange appointments and meetings of the RC, provide protocol coverage, ensure logistical details of RC participation in events, and act as an interpreter and/or taking minutes of meetings when required.
• Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions and ensure that all correspondence and documents submitted to the RC are according to UN norms and standards including directives, coordinate comments on behalf of RC for signature and action/follow-up when required.
• Draft key correspondence, including notes to files, minutes of meetings and Note Verbales, and provide translation for official correspondence.
• Manage RC travel and missions, prepare travel requests, ensure flight bookings and provision of logistics information, and follow up on trip reports and travel claims.
• Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
• Assist in organizing official events: travel (booking flights, request for security clearance, arrangements at airport, etc.) for local and high-level visitors as required.
• In collaboration with the RCO team, prepare and maintain checklists and templates for relevant processes (high level visits, meetings preparation etc).
• Provide all similar services and support to RC 2.ENSURE PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE FOCUSING ON THE ACHIEVEMENT OF THE FOLLOWING RESULTS:
• Maintain the filing system (in TEAMS/Sharepoint) ensuring safekeeping of confidential materials. Use of automated filing system.
• Screen RC incoming calls and correspondence.
• Coordinate the activities of the RC driver.
• Support organize and communicate on the various coordination meetings, including UNCT Meetings.
• Participate in the organization of official UN Days, public events, joint UN events and provide secretariat and administrative support to the UNCT
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC. 3. GENERAL ADMINISTRATION:
• Act 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.
• Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
• 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. Competencies
• PROFESSIONALISM: Ability to apply sustainable development theories, concepts and approaches. Ability to conduct independent research and analysis on sustainable development topics, determine suitability, validity and accuracy of data provided by different sources. Shows skill in developing sources for data collection. 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 & 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 a High school diploma or equivalent is required. Bachelors or advanced university degree in business administration, office management, communication or related fields would be an advantage. Job – Specific Qualification Not available. Work Experience A minimum of seven years of experience in supporting senior UN officials, Ambassadors, Executive offices or related areas is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Demonstrated experience in coordinating schedules, preparing briefing materials, managing information flows, and supporting leadership decision-making is required. Experience with diplomatic community, high level government officials and other key partners and stakeholders such as private sector, civil society organizations is required. Experience managing resources, including personnel and budget, to support public engagements, communications or advocacy activities in a local context, is desirable. Work experience with the United Nations or similar international organization, government institutions, academic or research institutions with comparable setting, is desirable. One (1) year or more of experience in data analytics or a related area is desirable. Languages English and French are the working languages of the United Nations Secretariat. For this job opening, English 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). Required Languages Language Reading Writing Listening Speaking English UN Level II UN Level II UN Level II UN Level II Assessment Evaluation of qualified candidates for this position may include a substantive assessment, such as a written test, which will be followed by a competency-based interview. Special Notice This is a Fixed Term position. Appointment against this post is on a local basis and is open for an initial period of one year (1) year and extension will be subject to availability of funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories 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 in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided…