Executive Assistant, GS-5, Director's Office, UNICEF Supply Division, Copenhagen, Denmark

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 4,166 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

UNICEF works in more than 190 countries and territories to protect the rights of every child. UNICEF has spent 75 years working to improve the lives of children and their families. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

For every child, commitment

As UNICEF’s supply and logistics headquarters, Supply Division strives to bring equitable access to essential supplies and services for every child and their families. The Supply Division Director’s Office leads the achievement of results of the global UNICEF Supply Function. The Director’s Office provides targeted guidance on new and critical issues, such as health emergency response, market shaping, products, innovation, and financing. It also oversees the allocation of Division resources, including launching cross-cutting projects, product innovation projects, and optimization initiatives.

In this role, we expect you to contribute to the smooth functioning of the Director’s Office by delivering high-quality administrative support, with a good dose of independence and self-initiative. By using excellent time management, organization, and multi-tasking skills, you will enable the Director’s Office to respond to competing demands and to a changing and fast-paced environment.

How can you make a difference?

Under the general supervision of the Programme Specialist and matrix reporting to the Deputy Director, Operations, the incumbent of this post is responsible for administrative and executive support to the Supply Division Director’s Office on a range of duties and areas, including calendar and event management, basic project management, and enterprise resource planning (Vision) transactions. Your functions will encompass:

1. Executive services

• Take responsibility for time management and scheduling for the Deputy Director, Operations, with appropriate consultation as required. Effectively prioritize and resolve conflicts and competing demands.
• Plan and coordinate the engagements of the Deputy Director, Operations, including duty travel, public appearances, and meetings with UNICEF staff, government officials and other partners. Liaise with relevant parties to arrange itineraries of field visits. Prepare/collate briefing materials and presentations.
• Take minutes, prepare correspondence, and produce notes and unofficial translations as required.
• Maintain the Supply Division planning calendar; respond to and coordinate requests for meeting and event approval; create and update related logs maintained by the Director’s Office (e.g. action trackers).
• Provide support for external and internal events and meetings coordinated by the Director’s Office.

2. Office administration

• Assist with knowledge management, documentation and maintenance of archives of the Director’s Office (in electronic and physical formats), including those related to protocol and official correspondence with the Government of Denmark.
• Keep track of budget and financial expenditures within the Director’s Office; initiate funds requests; create and close financial commitments.

3. Governance and oversight support

• Provide administrative services to oversight activities (internal and external audits, verification exercises, donor assessments, reviews, inspections) – record and keep track of demands; obtain documentation from systems, archives and colleagues; maintain electronic libraries; arrange logistics.
• Update the Supply Division table of authority and other documentation related to delegation of authority and governance arrangements.

4. Cross-cutting functions and team collaboration

• Ensure coordinated and positive relations with other Supply Division Administrative Assistants, Management Team, Director’s Office team, and other staff.
• Back up other members of the Director’s Office team.

• Perform other related duties as required.

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

  Requirements:

• Complete secondary education

• A minimum of five (5) years of experience in a secretarial and administrative function
• Fluency in English

Desirables:

• Training in project management
• Work experience in an international environment
• Proficiency in another UN language (Arabic, Chinese, French, Russian, Spanish) and/or Danish.

For every child, you demonstrate…

UNICEF’s values of Care, Respect, Integrity, Trust, Accountability and Sustainability, and our core competencies:

• Builds and maintains partnerships;
• Demonstrates self-awareness and ethical awareness;
• Drive to achieve results for impact;
• Innovates and embraces change;
• Thinks and acts strategically;
• Manages ambiguity and complexity;
• Works collaboratively with others.

To view our competency framework, please click here.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Eligibility note:

UNICEF staff members globally and applicants who are EU nationals or in possession of a valid work permit for Denmark are eligible to apply. General Service (GS) staff are personally responsible for any travel and accommodation arrangements and UNICEF will not cover any costs related to relocation.

Remarks

The closing date of this position is 31 October 2022.

Please note that we may utilize the applicant pool for this position to identify candidates for similar upcoming vacancies at the same level and within the same functional area.

Please be informed that all applications to UNICEF are handled via UNICEF's online recruiting system. You can apply to the above position by creating your profile, and application at our web site: https://jobs.unicef.org/en-us/listing/

Kindly note that all applications should be in English and that applications outside of the online recruiting system will not be accepted. Kindly also note that diversity and gender balance are factors in the selection process.

NB:

UNICEF appointments are subject to medical clearance. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Visit us at www.unicef.org/supply/