Executive Assistant

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UNICEF - United Nations Children's Fund

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Application deadline 1 year ago: Tuesday 28 Jun 2022 at 00:00 UTC

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Contract

This is a UNV National Youth contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Youth contracts.

We are looking for a proactive and motivated candidate to work as a UNV-Executive Associate with senior management (the front office) to reinforce and support UNICEF's leadership by providing administrative and logistical support.

With the full support of the Senior Executive Associate and Program Specialist, the UNV Executive Associate supports the administrative, protocols, and logistical of the front office under the supervision and guidance of the supervisor. They are in response to a range of administrative, logistical, and protocol responsibilities to assist the office's day-to-day operations and timely delivery according to UNICEF rules and regulations.

This position reports to the Senior Executive Associate and works closely with the Programme Specialist with responsibility for the management and coordination of work for a broad segment of the Organization (i.e. major program, sector, or office). The role of this post is to ensure the smooth running of the office by providing administrative and secretarial support services to the senior executive.

Within the delegated authority and under the supervision of the Senior Executive Assistant, the UNV Executive Associate will: • Helps manage the immediate office operations with respect to communications, meetings, and protocols; identifies complex or sensitive subjects and contacts for special treatment and priority issues that need to be brought to the supervisor’s attention. • Attend weekly stand-up meetings and monthly CMT meetings and act as secretary of these meetings in the absence of the Senior Executive Associate. She/h is responsible for providing administrative/logistical support to the meetings, taking minutes, and disseminating the meetings’ minutes to all concerned staff. • Establishes internal tracking systems and procedures for correspondence and documents, monitor work progress and cases of priority and concern to the supervisor. • Arranges appointments, maintain supervisor’s calendar, receives high-ranking visitors, facilitates IT support administrating virtual meetings, and answers inquiries. • Organizes high-level meetings, including taking responsibility for drafting the meeting agenda and invitations, the production and distribution of minutes of the meeting, and ensuring follow-up on required actions. • Organizes and facilitates the office’s administrative work, including establishing internal procedures and tracking systems for correspondence, translating, and registering incoming and outgoing official letters. • Provide support to the travel arrangements for the supervisor, including searching for flights, obtaining itineraries, visa applications, and hotel reservations. Ensure offices are informed of travel arrangements and requirements and brief supervisors of important developments upon their return. • Prepares correspondence for the supervisor’s signature and may do informal translations into other official languages as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions for the supervisor’s approval. • Updates, as needed, the representative on key activities and deadlines and monitoring work progress and situations of concern to the front office and ACO. • Works closely with the team and provide support in the achievement of work priorities and objectives. Particularly working with an executive associate, program specialist, and the senior drivers of the front office. • Establishes a follow-up system of actions taken and reports to the supervisor and keeps the representative and other team members informed of the pending actions. • Selects and makes pertinent abstracts and undertakes searches for information as directed. • Any other related tasks as may be required or assigned by the supervisor.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly-arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

• Professionalism: demonstrated understanding of operations relevant to UNICEF; technical capabilities or knowledge relevant or transferrable to UNICEF procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNICEF in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary; • Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNICEF mission and vision, as well as to the UN Core Values.

administration, communications, or other relevant programmes is required; experience of secretary or executive associate is an asset, as is experience working in the UN or other international development organization; • Excellent oral and written skills; excellent drafting, formulation, reporting skills; • Accuracy and professionalism in document production and editing; • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, outlook, PowerPoint and etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.

Added 1 year ago - Updated 1 year ago - Source: unv.org