EXECUTIVE ASSISTANT

Client of United Nation careers; Riyadh; On-site; USD 30,000 - 50,000; Full time

Job summary

A leading organization is seeking an Administrative Support professional for the Resident Coordinator's office in Riyadh. This role involves managing schedules, drafting correspondence, and providing logistical support for events. Ideal candidates will demonstrate strong organizational skills, professionalism, and the ability to work under pressure. A high school diploma is required, with a preference for candidates holding a university degree or relevant certifications.

Qualifications

• High school diploma required; university degree advantageous.
• Competence in data analysis and UN rules.
• Ability to perform a broad range of administrative functions.

Responsibilities

• Maintain the Resident Coordinator's calendar and representation schedule.
• Draft key correspondence and manage RC travel.
• Support organization of official events and coordination meetings.

Skills

Data analysis

Teamwork

Professionalism

Planning & Organizing

Education

High school diploma or equivalent

University degree or additional certifications

Job description

1. Ensure effective and efficient functioning of the RC Front Office, focusing on achieving the following results:

1. Maintain the Resident Coordinator's calendar and representation schedule, arrange appointments and meetings, provide protocol coverage, ensure logistical details of RC participation in events, and act as an interpreter and/or take minutes of meetings when required.
2. Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions, ensuring all correspondence and documents adhere to UN norms and standards, including directives.
3. Coordinate comments on behalf of the RC for signature and follow-up when required.
4. Draft key correspondence, including notes to files, minutes of meetings, and Note Verbales, and provide translation for official correspondence.
5. Manage RC travel and missions, including preparing travel requests, flight bookings, logistics, and follow-up on trip reports and travel claims.
6. Maintain contact lists of high-level partners, UN Agencies, and Diplomatic Corps.
7. Assist in organizing official events, including travel arrangements for visitors.
8. Collaborate with the RCO team to prepare checklists and templates for processes such as high-level visits and meetings.
9. Coordinate the activities of the RC driver.
10. Provide similar services and support to RC a.i.

2. Ensure provision of effective communications support to the office, focusing on achieving the following results:

1. Maintain a filing system (in TEAMS/SharePoint), ensuring the safekeeping of confidential materials and the use of automated filing systems.
2. Screen incoming calls and correspondence for the RC.
3. Support the organization and communication of various coordination meetings, including UNCT Meetings.
4. Participate in organizing official UN Days, public events, and joint UN events, providing secretariat and administrative support.
5. Follow up on deadlines, commitments, and coordinate the collection and submission of reports to the RC.

3. Human Resources Management:

• Support the RC in matters such as documentation, visas, travel arrangements, house and school searches, etc.

4. Office Administration:

• Act as an alternate to the RCO Administrative Assistant when required, supporting day-to-day administrative tasks, including contract administration, budgeting, and HR management.
• Assist in data collection, analysis, and presentation, including responses to queries, knowledge management, planning, and decision-making.
• Assist with visualizations and updating informational materials such as web pages or brochures.
• Ensure documentation of data analysis requirements and background information.
• Perform other relevant duties as assigned.

Professionalism:

• Ability to perform a broad range of administrative functions and apply UN rules and regulations.
• Competence in data analysis, modeling, and interpretation.
• Demonstrates pride in work, professionalism, and mastery of subject matter.
• Conscientious, efficient, and motivated by professional concerns.
• Shows persistence and remains calm under stress.
• Committed to gender equality and inclusive participation.

Planning & Organizing:

• Develops clear goals, prioritizes activities, adjusts plans, and uses time efficiently.

Teamwork:

• Collaborates effectively, values others' ideas, supports team decisions, and shares credit.

Education:

• High school diploma or equivalent required; university degree or additional certifications are advantageous.

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