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 Malawi 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 and provides substantive backstopping support to the administrative and operational management of the RCO.

Responsibilities

Within delegated authority, the Executive Assistant will be responsible for the following duties: 1. ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC FRONT OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

Maintain the Resident Coordinator’s 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 fileto files, minutes of meetings and Note Verbales, official correspondence, as required.
Manage RC travel and missions, prepare travel requests, ensure flight bookings and all logistical arrangements 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 organizingCoordinate the organisation of 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 official incoming calls and correspondence, directing them, as appropriate, and drafting responses to routine correspondence.
Coordinate the activities of the RC driver.
Support, organize and communicate on the various inter-Agency 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.
Contribute to the preparation of non-technical speeches and presentations for the 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 RCO 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 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 & 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. Additional/supplemental training in business administration, office management, communication or related field, is an advantage.

Work Experience

A minimum of seven (7) years of experience in executive, administrative, coordination, or operational support functions, including roles requiring a high degree of discretion, confidentiality, and interaction with senior management, partners, or external stakeholders, or in related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Relevant experience acquired within the United Nations system, government institutions, international organizations, academic or research institutions, or comparable professional settings, is required. Demonstrated experience in coordinating schedules, preparing briefing materials, managing information flows, and supporting leadership decision-making is required. Experience supporting administrative, financial, human resource, or logistical processes, including personnel and budget-related matters, is required Work experience of one (1) year or more in data analytics or related area is desirable. Work experience with an Enterprise Resources Planning system (such as UMOJA) is desirable. Experience in providing senior executive/administrative and management support within the UN system, international organizations, or embassies is 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 by phone/teleconference or face-to-face.

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. 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 to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. ease resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. All external candidates recruited in accordance with section ‎2.2 (a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2. (c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

EXECUTIVE ASSISTANT