Executive Assistant, G6

The Executive Assistant supports the Resident Coordinator (RC) Office in Banjul, ensuring effective and efficient functioning of the RC front office, managing schedules, logistical requirements, protocol procedures, and communication flow. The role includes administrative support, coordination of meetings and events, and assisting with data analysis and documentation.

Responsibilities

• Maintain the Resident Coordinator (RC)'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 files, minutes of meetings and Note Verbales, and provide translation for official correspondence.
• Manage RC's 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 the RC.
• Maintain the filing system (in TEAMS/Sharepoint), ensuring safekeeping of confidential materials an use of automated filing system.
• Screen RC's incoming calls and correspondence.
• Coordinate the activities of the RC's 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.
• 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.

Requirements

• Completion of a High school diploma or equivalent is required.
• Bachelor's or advanced university degree in business administration, office management, communication or related fields would be an advantage.
• 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 required.
• Experience in providing senior executive / administrative and management support within the UN system, international organizations, or embassies is required.
• One (1) year or more of experience in data analytics or related area is required.
• English language proficiency at UN Level II in reading, writing, listening and speaking is required.

Skills

• Administrative Services
• Finance
• Accounting
• Audit
• Human Resources Management
• Front Office Management
• Executive Support
• Management Support
• Data Analytics
• Meeting Coordination
• Event Coordination
• Schedule Management
• Protocol Procedures
• Communication Management

Languages

English