Regional Executive Support Officer

Role Overview

Provides high-level administrative, operational, and protocol support to the Regional Director and regional leadership team. The role ensures smooth executive workflows, diplomatic liaison, travel coordination, and efficient oversight of facilities and budgets across the regional office.

Key Responsibilities

• Executive Support & Coordination: Manage the Regional Director’s official calendar and schedule; coordinate complex mission travel (flights, visas, security clearances, diplomatic protocol); prepare agendas, draft minutes, and track action items for executive meetings.
• Diplomatic Protocol & Communication: Serve as a direct point of contact for diplomatic missions and government officials; manage internal document workflows and signature approvals via Jira; draft executive correspondence and maintain diplomatic contact directories.
• Process & Knowledge Management: Develop and simplify Standard Operating Procedures (SOPs) using digital tools; maintain regional staff lists; organize staff training sessions and synthesize operational lessons learned.
• Premises & Operations Oversight: Support office lease renewals, UNON liaison, and asset/inventory management; oversee fleet vehicle maintenance and facility service vendors; promote green office initiatives.
• Security & Financial Administration: Assist with Business Continuity Planning (BCP) and security reporting alongside the Regional Security Advisor; track regional office budget allocations and expenditures.

Qualifications & Requirements

Education:

• Secondary school diploma required.
• Bachelor’s or Master’s degree in Business Administration, Public Administration, International Relations, Operations Management, or a related field is desirable (and reduces required experience).

Experience:

• 4 years (with High School Diploma), 2 years (with Bachelor’s), or 0 years (with Master’s) of experience in executive-level support, administration, or operational management.
• Proven track record in executive calendar management, complex mission/travel planning, and minute-taking.
• Demonstrated experience in diplomatic protocol, public relations, and liaison with senior government/diplomatic officials.
• Advanced digital proficiency in Google Workspace, Microsoft Office, and workflow management tools.
• Previous UN or UNOPS experience is highly desirable.

Languages: Fluency in English is required; basic knowledge of French is desirable.