Administrative/Executive Associate

Contract

This is a LICA-6 contract. This kind of contract is known as Local Individual Contractor Agreements. It is normally only for nationals. It's an external contract. It usually requires 6 years of experience, depending on education. More about LICA-6 contracts.

Background Information - Job-specific

THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WHO HAVE THE RIGHT TO LIVE AND WORK IN SWITZERLAND MAY BE CONSIDERED.

The Europe and Central Asia Regional Office (ECR) supports UNOPS offices from Geneva, providing management and financial/programmatic oversight of Global and Country specific Portfolios. The regional office oversees operation centres that provide project management, fund management, management advisory services, hosting services, sustainable procurement and infrastructure services and management of human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR operates its Global Portfolios from Geneva while the country-specific programmes from its Operational and Project Centres located in Eastern Europe and Central Asia.

The Executive Associate reports to the Regional Director (RD).

Functional Responsibilities

Ensures effective and efficient functioning of the Regional Director’s office focusing on achievement of the following points:

1. Administrative support

• Manage the RD’s schedule;
• Manage ECR RD’s and RMOA’s missions schedule;
• Organize regular and ad-hoc meetings; prepare minutes and summaries of actions to be taken; track progress on planned issues; follow-up with focal points;
• Monitor and facilitate Regional Director’s approval for all documents received from ECR Region Hub/Operation Centre offices; Compile reports and administrative documentation;
• Provide accurate and timely information on processes and pending issues to the concerned individuals/unit;
• Management of the Regional Director’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team.
• Provide accurate solutions for travel purposes and ensure the appropriate procurement of visas;

2. Operational support

• Support the Regional Director's office in organizing regional retreats, training and workshops for personnel as appropriate including agenda preparation, documentation, review of budget and authorization of expenses;
• Organize high-level events including invitees from embassies, governments, UN agencies, governmental/non-governmental organizations and other partners;
• Coordinate preparation of meetings with key partners/donors (logistics, talking points, background notes, presentations, etc.);
• Provide assistance to the RMOA in managing and monitoring the utilization of the regional administrative budget, ensuring regular update and reporting are prepared and submitted to the Regional Director;
• Contribute to the engagement review process: quality assurance review for engagement submitted for approval to the Regional Office and facilitate their recommendations and approvals;
• Contribute to the annual budget process (consolidation of ECR budget, and preparation of the Regional Office budget submission);
• Verify invoices for the settlement of the Regional Office due payments;
• Provide administrative and logistical support to the ECR RMOA in Geneva
• Responsible for compilation of reports and administrative documentation as requested by the Regional Director.

3. Support to people and information management

• Facilitate and manage the ongoing network and exchange of information with internal partners and important business clients;
• Development of effective systems and procedures to improve and streamline work and communication flow within the team, to meet high-paced job demands and business requirements;
• Contribute to ECR’s gender parity initiative: support the implementation and monitoring of the Gender and PSEA Action Plans implementation status;
• Act as the people focal point: including coordinating the annual people survey preparation, and action plan implementation;
• Performs any other task as requested by the Regional Director.

Education/Experience/Language requirements

a. Education

• Secondary/high-school education required as minimum.
• First level university education (BA) in a relevant field highly desirable. Relevant technical diploma (such as secretarial), or diploma or certification in a field related to business administration or public administration would be an additional asset.

b. Work Experience

• Minimum 6 years of relevant work experience in administrative support is required;
• Experience as an administrative assistant, customer support, commercial assistant or similar role would be an asset. Note that a higher educational level can be accepted in lieu of work experience, i.e. with a BA degree 2 years of relevant work experience would be required;
• Knowledge of ERP software or accounting software is desired;
• Knowledge of UNOPS financial regulations and rules is considered is an added asset;
• Knowledge of UNOPS management systems is an asset.

c. Language (s)

• Fluency in written and oral English is required, French desirable.

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Contract type, level and duration

[Instructions: Please delete this paragraph and insert relevant information below:

1. Contract type : Individual Contractor Agreement
2. Contract level : Local Support Level 6
3. Contract duration : Open-ended, subject to organizational requirements, availability of funds and satisfactory performance

This contract is liable to national legislation including but not limited to taxation and social security.

For more details about the ICA contractual modality, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx

Additional Considerations

THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WHO HAVE THE RIGHT TO LIVE AND WORK IN SWITZERLAND MAY BE CONSIDERED. - Please note that the closing date is midnight Copenhagen time - Applications received after the closing date will not be considered. - Only those candidates that are short-listed for interviews will be notified. - Qualified female candidates are strongly encouraged to apply. - UNOPS seeks to reasonably accommodate candidates with special needs, upon request. - Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types - The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks. PLEASE INCLUDE A COVER LETTER WITH YOUR APPLICATION STATING YOUR MOTIVATION FOR THE POSITION.

Background Information - UNOPS

UNOPS is an operational arm of the United Nations, supporting the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to help people build better lives and countries achieve sustainable development.

UNOPS areas of expertise cover infrastructure, procurement, project management, financial management and human resources.

Working with us

UNOPS offers short- and long-term work opportunities in diverse and challenging environments across the globe. We are looking for creative, results-focused professionals with skills in a range of disciplines.

Diversity

With over 4,000 UNOPS personnel and approximately 7,000 personnel recruited on behalf of UNOPS partners spread across 80 countries, our workforce represents a wide range of nationalities and cultures. We promote a balanced, diverse workforce — a strength that helps us better understand and address our partners’ needs, and continually strive to improve our gender balance through initiatives and policies that encourage recruitment of qualified female candidates.

Work life harmonization

UNOPS values its people and recognizes the importance of balancing professional and personal demands.