The UN Secretary-General's launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with 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 - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs. This position is located in the United Nations Resident Coordinator's Office in Papua New Guinea and reports to the Resident Coordinator.
Responsibilities
Within delegated authority, the incumbent will perform the following functions/duties:
Performing a supervisory role/function to e.g. the RCO driver.
ENSURES EFFECTIVE AND EFFICIENT SUPPORT TO THE RC FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:
Maintenance of the RC's calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required.
Maintenance of protocol procedures.
Preparation of informal translations.
Draft non-substantive and routine correspondence.
Management of RC missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists for UN Agencies and Diplomatic Corps.
Preparation of correspondence, directives, comments on behalf of RC for their signature and making follow-up when required.
Organization of official events: lunches, cocktails and dinners for local and High Level visitors as required.
ENSURES PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
Coordination of the information flow in the office, follow up on circulation files.
Screening of all incoming calls and correspondence.
Coordination and supervision of activities of the RCO Driver.
SUPPORTING THE SMOOTH OPERATIONAL FUNCTIONING OF THE RCO
Backstopping the RCO Administrative Assistant (Operations) when she/he is on leave.
Establish and maintain contact with Regional service providers (ESCAP and UNON) colleagues, including administrative and finance colleagues in Regional DCO ROAP and BMB.
As the supervisor to the RCO driver, ensure the timely and accurate verification of the driver’s overtime log.
SUPPORTING THE EFFICIENT FLOW OF INTERNAL AND EXTERNAL COMMUNICATIONS,WITH FREQUENT INTERACTION WITH:
The Executive Assistants of the Representatives of the UNCT, Development Partners and Diplomatic Missions.
Focal points in Government institutions (ministries, departments).
Staff within the RCO and UNCT agencies, as required.
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 duties as assigned.
Education
Completion of High school diploma or equivalent is required. Supplemental training in human resources, administration, finance, accounting, budget or related area is desirable. Certification in data analytics, business analytics or data science programs is an advantage.
Work Experience
A minimum of seven (7) years of progressively responsible secretarial, administrative, programme experience at the national or international level is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems is required. Experience in front office management is desirable A minimum of one (1) year work experience in data analytics or related area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Pigin is required. 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.
