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 logistical 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 logistical 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 logistical 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. • Liaise extensively with service units and internal team members at Headquarters and at UN ESCAP to ensure the effective implementation of tasks. • Act as an alternate to the RCO Administrative Assistant, supporting contract administration, budget and finance tasks, and human resource management as needed. • Organize and coordinate seminars, workshops, and conferences with government and UNCT participation, ensuring logistical and technical readiness, including the use of modern collaboration platforms. • Ensure all related logistics at the RCO are functioning effectively, including IT systems, electricity, and other facilities. 5. ENSURES FACILITATION OF KNOWLEDGE BUILDING AND MANAGEMENT, FOCUSING ON THE ACHIEVEMENT OF THE FOLLOWING RESULTS: • Support the collection, analysis, and visualization of data to inform decision-making. • Facilitate training for UN staff on coordination, administration, and protocol issues, incorporating new technological solutions and tools for improved learning outcomes. • Perform other relevant duties as required, ensuring alignment with the UN’s commitment to modernization, innovation, and effective delivery. • Maintain repositories of high-level partner contact lists and ensure their regular updates, including telephone lists for UN agencies and the Diplomatic Corps. Others: • 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

Competencies

PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. The ability to perform analysis, modeling and interpretation of data in support of decision-making. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

Completion of High school diploma or equivalent is required. Relevant first-level university degree may be accepted in lieu of two years of required experience.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in administrative services, finance, accounting, audit, human resources or related area is required. The minimum years of relevant experience is reduced by two (2) years for candidates who possess a first level University degree. Work experience with an Enterprise Resources Planning (ERP) system, such as Umoja or similar, is required. Work experience with the United Nations or similar international organization is desirable. Work experience with a Front Office is desirable. One(1) year or more of experience in data analytics or related area is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English and Thai 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.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

This is a Fixed Term position. Appointment against this post is on a local basis and is open for an initial period of one year (1) year and extension will be subject to availability of funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Internal Applicants: When completing the form, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira “Need Help?” link.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.