Executive Assistant

The Executive Assistant supports the UN Resident Coordinator Office in Kathmandu by managing the RC's schedule, logistical requirements, protocol procedures, and communication flow. The role ensures efficient front-office functioning, provides communication support, assists in human resources management, and supports office administration tasks.

Responsibilities

• 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, and provide translation for official correspondence.
• Prioritize tasks, meeting deadlines, and managing executive schedules effectively.
• Anticipate issues and resolve them before they affect the executive's work.
• 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 a.i.
• Remain effective in fast-changing environments and shifting priorities.
• Act as a trusted partner who anticipates needs and helps executives stay focused on priorities.
• Demonstrated ability to communicate clearly, professionally, and effectively, both orally and in writing, with internal and external stakeholders at all levels.
• Handle sensitive information with professionalism and trustworthiness.
• Have proven track record of strong working relationships with government and other external partners including ability to build strong relationships with colleagues, especially decision makers.
• Maintain the filing system (in TEAMS/Sharepoint) ensuring safekeeping of confidential materials. Use of automated filing system.
• Screen RC incoming calls and correspondence.
• Demonstrate ability to use AI, Strong skills in Microsoft 365, Teams, Outlook, Excel, PowerPoint, and collaboration tools.
• 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.
• Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
• 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.
• 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.

Requirements

• Completion of a High school diploma or equivalent is required.
• Bachelors or advanced university degree in business administration, office management, communication or related fields would be an advantage.
• A minimum of seven (7) years of experience in administrative support, coordination, logistics or front office functions is required.
• The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree.
• Demonstrated experience in supporting senior officials or executive offices, including protocol arrangements is desirable.
• Demonstrated experience in organizing meetings, missions and high-level events, including coordination with internal and external stakeholders is desirable.
• Work experience with the United Nations, international organization, diplomatic mission or government institution is desirable.
• One(1) year or more of experience in data analytics or related area is desirable.
• English is required at UN Level II for reading, writing, listening and speaking.
• Nepali is required at UN Level II for reading, writing, listening and speaking.

Skills

• Administrative Support
• Office Management
• Executive Support
• Protocol Arrangements
• Meeting Coordination
• Event Organization
• Logistics Coordination
• Stakeholder Coordination
• Data Analytics
• Communication Support
• Schedule Management
• Front Office Management
• Human Resources Support

Languages

English, Nepali