Senior Executive Associate at UNICEF

How can you make a difference?

• Under the direct supervision of the Programme Specialist, the Executive Associate is responsible for the front office procedural communications, operations, and administrative support services, as well as the effective management of the Representative and Deputy Representative’s agenda and administrative workload, to enhance the smooth running of the front office day-to day activities.

Summary of key functions/accountabilities:

• Administrative Support

• Communications Support

• Logistics and Operations Support

Administrative Support:

• Maintain the Representative and Deputy Representative’s calendar and arrange meetings based on established priorities.
• Organize the Representative and Deputy Representative’s official travel, including coordinating with Administrative Team for flight booking, protocol, visa, etc.
• With guidance of the Programme Specialist ensure the timely availability of briefing materials for official trips or meetings.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
• Maintain up-to-date contact list of partners, donors, diplomatic corps, and government.
• Keep the shared drive updated and organized.

Communications Support:

• Manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the front office to relevant staff.
• Draft responses emails and letters to high-level stakeholders as requested, and timely reply to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries, ensuring confidentiality and adequate management of information.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, supporting documentation, correspondence, and other documents.

Operation and planning support:

• Supports on the coordination of meetings (CMT, PMT, All staff Meeting), workshops, high-level events, and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system to ensure the timely delivery of events and meetings, ensuring meetings rooms are booked and catering available.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.
• Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
• Maintain up-to-date vendor lists.

If you would like to know more about this position, please review the complete Job Description here: Executive Associate G-6.docx

To qualify as an advocate for every child you will have…

The following minimum requirements:

Education:

• Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

Work Experience:

• A minimum of six years of administrative or clerical work experience is required. Prior experience in programme support functions and relevant experience in a UN system agency or organization are considered assets.
• A bachelor’s degree from a recognized academic institution in the above disciplines may replace three years of relevant experience.
• A master’s degree from a recognized academic institution in the above discipline may replace five years of relevant work experience.

Skills:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
• Thorough knowledge of UNICEF’s organizational structure, administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

Language Requirements:

• Fluency in English is required. Knowledge of another official UN language