This position is located in the Resident Coordinators Office (RCO) in Mogadishu, Somalia and to reports to the Senior Development Coordination Officer, Head of RCO and Strategic Planner.

Responsibilities

Under the guidance of the Head of Office, working closely with the rest of the front office of the ODSRSG/RC/HC and in full confidentiality, the Executive Associate ensures effective and efficient functioning of the RC front-office. He/She is responsible for the co-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, and based on an agreed division of labour within the office, the incumbent may perform 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. • Monitors and contributes to the maintainance 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 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 email and telephone lists for UN Agencies, Donors and Diplomatic Corps. • Provides support in organizing and communicating about various coordination meetings and events, including UNCT Meetings • Supports RCO staff in organizing meetings, appointments with partners (transportation arrangements among others) when requested. • 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 including co-managing the Integrated Office’s shared folders. Use of automated filing system in soft and hard copies. • Coordinates the information flow in the office, follows up on circulation files. • Takes notes during the weekly RCO staff meetings, shares with the team, ensures follow up actions • Prepares minutes of the UNCT meetings and keeps a registry of UNCT decisions • Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of documents to the UN RC. • Screens and registers all incoming calls and correspondence, arranges translation and coordinates respective follow-up with relevant team members and UN agencies in line with RC's instructions • Shares the agenda of RC with concerned staff and ensures a daily coordination with the driver as necessary. GENERAL ADMINISTRATION: • Acts 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. . • Ensures that all related logistics at the RCO are well functioning, including IT related matters, electricity, AC, etc. • Drafts routine correspondence to respond to enquiries concerning relevant administrative issues, financial audit, personnel matters. • Performs other related administrative duties, as required (e.g. operational travel programme; monitoring accounts and payment to vendors and individual contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences, and translations). • 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. 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 AND 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. Relevant first-level university degree may be accepted in lieu of two years of required experience.

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. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is desirable. Demonstrated knowledge and proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint, OneDrive, SharePoint) is desirable. Experience with knowledge management and communications methodologies and practices is desirable. Experience with electronic document and information management systems is desirable. Familiarity with UN administrative and protocol procedures 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 Somali is required. Knowledge of Arabic is desirable. 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

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English AND Somali is required. Knowledge of Arabic is desirable. 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

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 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. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.