EXECUTIVE ASSISTANT, Khartoum

## EXECUTIVE ASSISTANT, Khartoum - Organization:RCS - Resident Coordinator System - Office:RCS in Khartoum, Sudan 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 Sudan. Under the guidance of the Head of Office and direct supervision of the Resident Coordinator (RC), [VD1.1]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. 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 files, minutes of meetings and Note Verbales, official correspondence, as required.Manage RC 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 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 incoming calls and correspondence.Coordinate the activities of the RC 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 UNCTFollow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to 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 assistance in the preparation and development of the unit's work programme and budget.Assist in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggest reallocation of resources and implements the reallocations as necessary.Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.Contributes to reviews and processes personnel actions through UMOJA.Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations.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. - 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 files, minutes of meetings and Note Verbales, official correspondence, as required. - Manage RC 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 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 incoming calls and correspondence. - Coordinate the activities of the RC 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. 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 assistance in the preparation and development of the unit's work programme and budget. - Assist in monitoring budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggest reallocation of resources and implements the reallocations as necessary. - Review requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. - Contributes to reviews and processes personnel actions through UMOJA. - Provides information and advice to staff/consultants with respect to conditions of service, duties and responsibilities, and privileges and entitlements under the Staff Rules and Regulations. - Provi