Job Highlight

This is an excellent opportunity to contribute to the strategic operations of a dynamic regional office within the UN system. The role offers exposure to high-level executive support, diplomatic protocol, and operational management, providing a platform to apply analytical skills and contribute to process improvements in a fast-paced international environment.

Role Purpose

The Regional Executive Support Officer applies fundamental concepts to gather and analyze data, interpret rules, and prepare inputs in support of the Regional Director and management team. S/he contributes to the efficient execution of administrative processes, executive support, and operational management, ensuring compliance with established rules and procedures, and identifying initial recommendations for process improvements.

Functions / Key Results Expected

Executive Support and Coordination

• Manage the official calendars for the Regional Director, arranging high-level meetings, visits, and consultations with internal and external stakeholders.
• Manage travel arrangements and mission planning for executive leadership, including drafting comprehensive agendas in collaboration with the Public Relations Specialist and country offices, securing flights, visas, hotel accommodations, security clearances, and diplomatic protocol matters.
• Prepare and maintain a forward-looking calendar of proposed regional and international conferences, summits, and executive meetings to be attended by leadership, as well as planning events and receptions with partners.
• Organize meeting logistics, prepare management meeting agendas, take comprehensive meeting notes/summaries of action, maintain a register of decisions, and conduct close progress monitoring.

Communication, Protocol & Knowledge Management

• Communicate effectively and liaise directly with internal and external stakeholders (including diplomatic mission representatives, government officials) on behalf of the Regional Office, strictly adhering to diplomatic and UN protocol practices.
• Manage Jira tickets on behalf of the Regional Office, adhering to and enforcing appropriate institutional approval processes for documents, legal instruments, and policies requiring executive signature.
• Draft routine correspondence on behalf of the Regional Director.
• Respond to and/or direct inquiries to appropriate internal units for timely action and follow-up.
• Develop, maintain, simplify, and streamline standard operating procedures (SOPs) for the Regional Office, integrating digital tools and technological developments to boost operational efficiency.
• Build and regularly maintain accurate lists of key contacts, diplomatic directories, and the UNOPS Regional Staff List (including dependency records).
• Assess training needs and organize training sessions for regional office personnel on various operational and other areas of professional development, synthesize lessons learned, and contribute to knowledge networks.

Premises, Security & Regional Operational Support

• Contribute to the operational management of the Regional Office premises, including supporting lease renewals and related negotiations, in close consultation with the Regional Director and the Multi-Country Office management teams.
• Support asset and facilities management, and serve as the focal point with UNON and ESAMCO on protocol and administrative support.
• Ensure proper maintenance, servicing and repair of all office vehicles to guarantee top performance and safe operating conditions in line with UNOPS vehicle management policies and procedures.
• Support the implementation of green office policies and promote energy-saving practices across the premises, with the goal of making the office free of single-use plastics.
• Monitor high quality contract services (e.g. cleaning, security, taxi, courier, etc) to enhance service levels and identify potential improvements or alternative solutions.
• Provide operational support to management on security matters, in close coordination with the Regional Security Advisor. This includes keeping the Business Continuity Plan (BCP) up to date and preparing quarterly Security Incident Reports with the security focal points.
• Support the Regional Management and Oversight Advisor in planning, monitoring and controlling the ORD budget, including tracking expenditure against allocations.
• Ensure administrative resources and assets are fully accounted for and inventory records are kept current. Support asset procurement and payment processing, prepare presentation materials, provide administrative and logistical support for key regional events (e.g. conferences, VIP visits, UN Day), and assist international staff and consultants with local onboarding in collaboration with HR.

Education Requirements

Required

Secondary school diploma (High School diploma) in Business Administration, Public Administration, International Relations, Operations Management, or other relevant field is required.

Desired

A Bachelor’s degree or Master’s degree in Business Administration, Public Administration, International Relations, Operations Management, or other relevant field is desirable and may substitute for some or all of the required years of experience.

Experience Requirements

Required

• A minimum of four (4) years of relevant experience with a Secondary School diploma; or two (2) years of relevant experience with a Bachelor’s degree; or zero (0) years of relevant experience with a Master’s degree in providing executive-level support, administrative coordination, operational management, or program analysis is required.
• Experience in public relations, diplomatic protocol, and direct communication with senior officials, government representatives, and international organizations is required.
• Proven experience in executive calendar management, high-level travel/mission coordination, and minute-taking for executive bodies is required.
• Advanced proficiency in digital office software (Google Workspace / Microsoft Office) and digital process tools is required.

Desired

Experience within the UN system or UNOPS operational context is highly desirable.

• Manage the Regional Director’s calendar, high-level meetings, visits, and consultations.
• Coordinate executive travel and missions, including agendas, flights, visas, accommodation, security clearances, and diplomatic protocol.
• Maintain a forward-looking calendar of conferences, summits, and executive meetings, and plan partner events and receptions.
• Organize meetings, prepare agendas, take notes and action summaries, maintain decision registers, and monitor progress.
• Liaise with internal and external stakeholders, including diplomatic missions and government officials, following UN protocol.
• Manage Jira tickets and institutional approval processes for documents, legal instruments, and policies requiring executive signature.
• Draft routine correspondence for the Regional Director and direct inquiries for timely follow-up.
• Develop and maintain SOPs, contact lists, diplomatic directories, and the UNOPS Regional Staff List.
• Assess training needs, organize training sessions, synthesize lessons learned, and contribute to knowledge networks.
• Support premises, lease renewals, asset and facilities management, vehicle maintenance, green office policies, and contract service monitoring.
• Support security operations, maintain the BCP, and prepare quarterly Security Incident Reports.
• Support ORD budget planning and monitoring, track expenditure, maintain inventory records, and support procurement and payment processing.
• Prepare presentation materials, provide logistical support for regional events, and assist international staff and consultants with local onboarding.

• Advanced proficiency in Google Workspace and/or Microsoft Office.
• Proficiency with digital process tools, including Jira.
• Executive calendar management.
• High-level travel and mission coordination.
• Minute-taking and action tracking for executive bodies.
• Diplomatic protocol and stakeholder communication.
• Administrative coordination and operational management.
• Correspondence drafting and document approval process management.

• Secondary school diploma (High School diploma) in Business Administration, Public Administration, International Relations, Operations Management, or another relevant field is required.
• A Bachelor’s or Master’s degree in Business Administration, Public Administration, International Relations, Operations Management, or another relevant field is desirable and may substitute for some or all of the required years of experience.
• Experience in public relations, diplomatic protocol, and direct communication with senior officials, government representatives, and international organizations is required.
• Experience within the UN system or UNOPS operational context is highly desirable.