Under the guidance and supervision of the Special Envoy of the Secretary-General for Assistance to Pakistan, and in close consultation with the Special Assistant to the Special Envoy, the Executive Associate provides secretarial and administrative assistance to facilitate the work of the Special Envoy. The Executive Associate also maintains collaboration with United Nations Country Team in Pakistan and others as required in order to exchange information and to provide support services, including travel arrangements, while ensuring high quality, accuracy and consistence of work.
Duties and Responsibilities:
1. Ensure effective and efficient functioning of the Special Envoy’s Office in Islamabad to achieve the following results:
§ Preparation of the Special Envoy’s daily schedule and meetings in close consultation with the Special Assistant and Chief of Staff;
§ Preparation of travel by the Special Envoy and the Special Assistant in close coordination with the Special Assistant, travel agencies and relevant UN administration staff;
§ Maintains records of documents, reference materials and other papers for the Special Envoy in an organized manner;
§ Maintaining efficient internal and external communication and information flow of the Office of the Special Envoy through emails, letters and other means;
§ Review correspondence which require the attention of the Special Envoy and the Special Assistant, judge priorities and bring urgent matters to their attention;
§ Drafts correspondence, in particular those addressed to senior government officials, for the Special Envoy;
§ Performs other administrative or personal needs of the Special Envoy, when required.
2. Ensure effective communication and administration support within the office to achieve the following results:
§ Liaise with the UN Country Team and other offices, as and when required;
§ Ensure that proper procedures are followed with respect to administrative-related issues;
§ Maintain a well-organized filing system ensuring safekeeping of documents and materials;
§ Works under tight deadlines;
§ Follow-up on deadlines, commitments made, actions taken.
§ Performs other tasks as required.
o Demonstrates commitment to the mission of the United Nations; vision and values;
o Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
o Excellent analytical and organizational skills.
o Demonstrates the highest level of discretion, tact, politeness and helpfulness in a manner that reflects on the Office of the Special Envoy;
o Ensures confidentiality;
o Ability to work under pressure with a multi-disciplinary and multi-cultural team;
o Ability to demonstrate a high degree of initiative and independence in delivering required outputs;
o Exercises problem-solving and negotiation skills;
o Demonstrates flexibility and the ability to complete a task efficiently and effectively;
o Excellent interpersonal skills; consistently approaches work with a positive, constructive attitude with respect for teamwork;
o Demonstrates openness to change an ability to manage complexities;
o Shares knowledge and experience.
Duration: 2 Months