Executive Associate

3 weeks ago


กรงเทพมหานคร, Thailand United Nations Full time

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 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. The position is located in the United Nations Resident Coordination Office (RCO), Bangkok, Thailand and reports to the Senior Development Coordination Officer, Strategic Planning and Head of RCO. Under the guidance of the Head of RCO and the Resident Coordinator (RC), and in full confidentiality, the Executive Associate ensures effective and efficient functioning of the RC front-office, overall management of the RC's schedule and logístical requirements, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
- Responsibilities
- Within delegated authority, the Executive Associate will be responsible for the following duties: 1. ENSURES EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC OFFICE, FOCUSING ON THE ACHIEVEMENT OF THE FOLLOWING RESULTS: - Maintain the RC’s calendar and coordinate appointments and meetings with senior government officials, UNCT members, Diplomatic Corps, and other stakeholders, ensuring alignment with government protocols and UN system norms. - Support the preparation of timely, high-quality briefing materials for the RC. - Manage the RC's missions and representation schedule, ensuring optimal coordination with government ministries, UNCT members, and other key partners. - Coordinate logístical arrangements for the RC's meetings, including organizing catering services and ensuring all hospitality needs are met to create a welcoming and professional environment. - Liaise regularly with the Office driver to ensure the RC’s timely and efficient arrival at scheduled appointments, meetings, and events, maintaining seamless coordination with relevant stakeholders. - Respond to the RC’s ad-hoc requests, including ensuring approvals in Umoja for missions, arranging security clearances, and making travel arrangements. - Provide secretarial support for internal and external meetings attended by senior officials, ensuring all necessary documents and logístical arrangements are in place. - Leverage and explore new technological tools, including AI-driven solutions, to enhance the efficiency, accountability, and transparency of office operations. - Maintain updated lists of government officials, UN system, diplomatic community, and partners contacts to support seamless collaboration and effective communication. - Coordinate with RCO team members to schedule and organize meetings and appointments, ensuring efficient collaboration within the team. - Utilize innovative office management systems for streamlining workflows and ensuring professional task execution in line with UN reform initiatives. 2. ENSURES PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE, FOCUSING ON THE ACHIEVEMENT OF THE FOLLOWING RESULTS: - Establish and maintain a secure, user-friendly filing system to ensure the safekeeping of confidential materials and efficient information retrieval. - Coordinate information flow between the RC Office and government counterparts, as well as within the UNCT, fostering an environment of open communication and collaboration. - Facilitate the sharing of critical updates and reports between the RC Office and the UNCT to ensure alignment with national development priorities and the SDGs. - Propose innovative approaches to eliminate communication bottlenecks and streamline processes to enhance collaboration within the office and with external partners. 3. COORDINATES LOGISTICS FOR EVENTS ORGANIZED BY THE RCO TO ENSURE TIMELY DECISION-MAKING AND BROAD PARTICIPATION: - Arrange meeting and conference spaces for events involving government officials, development partners, and UNCT members, ensuring smooth logistics. - Leverage technology to facilitate hybrid and virtual meetings, enabling inclusive participation across various stakeholders. - Prepare and distribute materials for UNCT meetings and events, including agendas and meeting notes. - Coordinate invitations, track RSVPs, and manage participant lists to ensure comprehensive engagement with stakeholders. - Support RCO staff in organizing meetings and appointments with partners, including transportation arrangements when required. 4. GENERAL ADMINISTRATION: - Draft routine correspondence in response to inquiries regarding administrative, financial, audit, and personnel matters, incorporating innovative tools to enhance quality and consistency.



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