The United Nations is excited to announce multiple openings for Administration Assistants in 2025. This is a valuable opportunity to join a global organization committed to promoting peace, security, and sustainable development. If you are organized, proactive, and eager to support the UN’s mission, apply now to be part of a dynamic team making a difference worldwide!
ALSO READ: UNESCO INTERNSHIP: X5 Governing Bodies Secretariat Interns 2025.
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.
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.
