Executive Assistant

This assignment is located in the United Nations Resident Coordinator’s Office (UNRCO) for Jordan. The UN Volunteer Executive Assistant will provide high-level executive, administrative, protocol, logistical, and coordination support to the Resident Coordinator (RC), working closely with the Head of the Resident Coordinator’s Office and the wider RCO team. The assignment aims to cover the parental leave of the incumbent. Given the nature of the function, the candidate will be expected to exercise a high degree of discretion, professionalism, sound judgement, and confidentiality.

Under the overall guidance of the Resident Coordinator and the direct supervision of the Head of the Resident Coordinator’s Office, and working in close cooperation with the RCO team, the UN Volunteer Executive Assistant will undertake the following functions:

Responsibilities

• Ensure effective and efficient functioning of the RC front office:
  • Maintain the Resident Coordinator's calendar and representation schedule, arrange appointments and meetings of the RC, coordinate logistical and protocol arrangements for official functions, liaise with diplomatic missions, government counterparts, and UN entities.
  • Ensure compliance with UN and host country protocol requirements, and act as an interpreter and/or take minutes of meetings when required.
  • Coordinate high-quality briefing materials for the RC for appointments, meetings, events, and missions, ensuring all correspondence and documents submitted to the RC adhere to UN norms and standards, including directives.
  • Coordinate comments on behalf of the 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.
  • 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, including travel arrangements (booking flights, requesting security clearance, airport arrangements, 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 the RC.
• Provide administrative and communications support to the office:
  • Maintain the filing system (in Microsoft Teams/SharePoint), ensuring the safekeeping of confidential materials.
  • Use automated filing systems.
  • Screen RC incoming calls and correspondence.
  • Support the organization and communication of 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 coordinate the collection and submission of reports to the RC.
  • Support the Head of Office on engagement with external partners, preparation of and follow-up on events/high-level missions/official engagements, and management of administrative processes.
  • Assist with visualizations and updating information material such as web pages or brochures.
• General administration:
  • Act as an alternate to the RCO Administrative Assistant when required to support RCO in day-to-day administrative tasks, including contract administration, office time management, budget and finance, and human resource management.
  • Coordinate the activities of the RC driver.
  • Provide support to the RC in matters such as documentation, visas, travel arrangements, house and school search, etc.
  • Assist 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.
  • Ensure that requirements and background information used for data analysis are documented.
  • Perform other relevant duties as assigned.

Expected Results

• Efficient and timely management of the Resident Coordinator’s agenda, official engagements, and representational commitments.
• High-quality and timely preparation of briefing materials, correspondence, and documentation for the Resident Coordinator.
• Effective protocol and logistical arrangements for official meetings, missions, and high-level visits.
• Smooth coordination and administrative support for UNCT meetings and other senior-level coordination mechanisms.
• Systematic tracking and timely follow-up of decisions, commitments, correspondence, and action points.
• Accurate and up-to-date stakeholder contact databases, records, templates, and institutional files.
• Effective information flow and coordination between the Resident Coordinator, RCO, UNCT members, Government counterparts, and other stakeholders.
• Confidential information and documentation handled with the highest degree of discretion and professionalism.

Location: Jordan
Type: Full-time
Deadline: 26 Aug 2026