Executive Assistant

The Executive Assistant provides effective and efficient support to the Resident Coordinator's front office in Sudan, managing schedules, logistics, protocol, and communications. The role includes administrative, financial, human resource, and operational support to ensure smooth office functioning and coordination with UN agencies and partners.

Responsibilities

• Maintain the Resident Coordinator’s calendar and representation schedule, arrange appointments and meetings, provide protocol coverage, and ensure logistical details of RC participation in events.
• Coordinate high-quality briefing materials for the RC and ensure correspondence and documents meet UN norms and standards.
• Draft key correspondence including notes to files, minutes of meetings, and official correspondence as required.
• Manage RC travel and missions including travel requests, flight bookings, 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 and travel arrangements for local and high-level visitors.
• Prepare and maintain checklists and templates for relevant processes in collaboration with the RCO team.
• Maintain the filing system ensuring safekeeping of confidential materials and use of automated filing system.
• Screen RC incoming calls and correspondence and coordinate activities of the RC driver.
• Support organization and communication of coordination meetings including UNCT Meetings and provide secretariat and administrative support to the UNCT.
• Follow up on deadlines, commitments, actions taken, and coordinate collection and submission of reports to RC.
• Act as an alternate to the RCO Administrative Assistant supporting day-to-day administrative tasks including contract administration, budget, finance, and human resource management.
• Assist in preparation and development of the unit's work programme and budget and monitor budget/work programme with respect to various funds.
• Review requisitions for goods and services to ensure correct expenditure and availability of funds.
• Contribute to reviews and processes personnel actions through UMOJA.
• Provide information and advice to staff/consultants regarding conditions of service, duties, responsibilities, and entitlements under Staff Rules and Regulations.
• Provide support to the RC in documentation, visas, travel arrangements, house and school search.
• Assist with collection and analysis of data and preparation of data presentations and reports for information sharing and decision making.
• Assist with visualizations and updating information material such as web pages or brochures.
• Ensure documentation of requirements and background information used for data analysis.
• Perform other relevant duties as assigned.

Requirements

• Completion of High school diploma or equivalent is required.
• Bachelors or advanced university degree in business administration, office management, communication or related field is highly desirable.
• 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 desirable.
• 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 desirable.
• English and Arabic are required at UN Level II for English and UN Level III for Arabic in reading, writing, listening, and speaking.

Skills

• Executive Support
• Administrative Support
• Scheduling Coordination
• Briefing Material Preparation
• Information Management
• Leadership Support
• Confidentiality Management
• Stakeholder Interaction
• Operational Support
• Finance Process Support
• Human Resources Support
• Logistics Coordination
• Data Analytics
• Enterprise Resource Planning
• Umoja
• Protocol Management
• Communication Management

Languages

English, Arabic