United Nations Vacancy for Executive Assistant

Job Opening ID: 283896
Job Network : Management and Administration
Job Family : Administration
Category and Level : General Service and Related Categories, G-6
Recruitment Type : Position Specific Job Openings
Duty Station : KATHMANDU
Department/Office : Resident Coordinator System
Deadline : Sep 21, 2026

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 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, 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) in Kathmandu, Nepal. Under the direct supervision of the Head of Office and guidance of the RC and in full confidentiality, the Executive Assistant 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 Assistant will be responsible for the following duties:

1. ENSURE EFFECTIVE AND EFFICIENT FUNCTIONING OF THE RC FRONT OFFICE FOCUSING ON ACHIEVEMENT OF THE FOLLOWING RESULTS:

•  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.

2. ENSURE PROVISION OF EFFECTIVE COMMUNICATIONS SUPPORT TO THE OFFICE FOCUSING ON THE ACHIEVEMENT OF THE FOLLOWING RESULTS:

• 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.

3. HUMAN RESOURCES MANAGEMENT:

• Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.

4. OFFICE ADMINISTRATION:

• 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.

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.
Ability to apply sustainable development theories, concepts and approaches.
Ability to conduct independent research and analysis on sustainable development topics, determine suitability, validity and accuracy of data provided by different sources.
Shows skill in developing sources for data collection.
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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness In sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

• 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.

Work Experience

• 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.