Executive Assistant (Research Facilitation & Knowledge Management), GS5, Florence, Italy

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. More about G-5 contracts.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, answers

Under the supervision of the Behavioural Change Manager, the Executive Assistant (EA) is responsible for executing a broad variety of administrative, programme and logistical support functions for the respective section and when required, more broadly to the Office of Research-Innocenti, requiring thorough knowledge of UNICEF administrative procedures, processes, policies, rules and regulations. The tasks assigned are expected to be carried out with a high level of independence.

How can you make a difference?

The Global Office of Research and Foresight is the dedicated research office of UNICEF. It undertakes and commissions research on emerging or current issues of relevance for children in order to inform the strategic directions, policies and programs of UNICEF and its partners. The office explores emerging issues, identifies research gaps, and brings together existing researchers to support or undertake new research, data collection and analysis to address critical questions.

Purpose for the job:

Under the supervision of the Behavioural Change Manager, the Executive Assistant (EA) is responsible for executing a broad variety of administrative, programme and logistical support functions for the respective section and when required, more broadly to the Office of Research-Innocenti, requiring thorough knowledge of UNICEF administrative procedures, processes, policies, rules and regulations. The tasks assigned are expected to be carried out with a high level of independence.

OoR Section/team’s: • Administrative and secretarial support • Contracting • Budget Monitoring • Travel • Events and Conferences • General office support

General Administrative Support:

Provide general administrative, programme and logistical support to Section/team’s activities ensuring compliance with UNICEF rules & regulations and established office procedures, prioritizing and carrying out administrative tasks independently. Keep regular communication with Supervisor and team members for updates and follow up on pending issues. Provide relevant information on applicable policies/procedures to support decision making, keeping abreast on updates.

Liaise with internal/external partners and the field and manage queries/refer to appropriate individuals as required. Act as VISION focal point for the unit regarding travel, contracts or attendance records. Create and maintain project files. Liaise with Editorial and Flagship Team for the production of the section’s publications (writing, editing, translating, layout, printing and/or distribution).

Draft and coordinate correspondence in English and prepare a variety of materials related to section’s work using Office software.

Support mid-year and annual planning processes as required.

Contracting:

Provide support for Section/team’s procurement of institutional/corporate and individual consultant services (Terms of Reference, solicitation documents, and support to selection processes and Notes for the Record) – including coordination for clearances with Operations’ team when applicable and submissions to the OoR Contracts Review Committee if needed. Support contract management, raising Purchase Orders in Vision, including uploading of relevant documentation (payments, evaluation and closures).

Support to Section/team’s consultants: provide general information about team/office work arrangements, IT tools (shared and public drives/OneDrive/Vision), etc. to newly arrived consultants.

Coordinate with IT/Operations Section for supplies/equipment/software/setup of UNICEF account for the section as necessary.

Budget Monitoring:

Support monitoring of Section/team’s budget implementation, keeping track of expenditures, fund reservations and grants expiry. Provide periodic updates to Section Chief and flag any risks or actions for decision/follow up. Process information on Section budget allocations and commitments/payments. Provide assistance to Donor Reporting activities. Provide support for team’s budget preparation, mid-year revision and year end closure.

Travel:

Provide assistance to Section/team’s staff/consultants on all aspects related to travel. Monitor/update section and individual projects travel plans and budgets. Arrange travel according to the organization’s travel policy, liaise with travel agent to obtain best value for money, raise Travel requests in Vision, and provide assistance for visa/medical/vaccine/security requirements. After travel has taken place follow-up and support the traveler in processing the travel certification/expense claim in order for trips to be closed in the system. File the section’s trip reports.

Events and Conferences:

Liaise with Senior Executive Associate (Convening) and Operation’s Administrative Assistant in coordination of logistics for expert consultations, meetings, seminars, workshops and events organized or hosted by the Section.

Office Support:

General support to any other Global Office of Research and Foresight activities:

Coordinate with other Executive Assistants to provide administrative support for office-wide activities, assist other units during work peaks and cover for colleagues during absences, as required.

Participate as a member of any of the Global Office of Research and Foresight internal committees, boards or taskforces as needed.

Engage proactively in problem solving or suggest improvements.

The efficiency and effectiveness of support provided by the Executive Assistant ensures that a strong, timely and accurate administrative platform is provided to the respective sections, which in turn affects the implementation of the Office programmes and services by senior advisers and specialists in the team.

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

• Completion of secondary education, preferably supplemented by technical courses or university degree related to work of the organization is an asset.
• A minimum of 5 years of solid work experience in provision of administrative support services is required.
• Working knowledge of UNICEF systems (SAP/VISION), policies and procedures is considered an asset.
• Excellent knowledge and proficiency in the use of office standard computer applications (e.g., Word, Excel, PowerPoint, etc.) is required.
• 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.
• Strong writing, interpersonal and communication skills are required.
• Non-Italian candidates must be in possession of a valid work permit for Italy
• Fluency in English (verbal and written) and Italian is required. Knowledge of another official UN language is an asset.

For every Child, you demonstrate:

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are:

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. 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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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.

Remarks:

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). UNICEF reserves the right to withdraw an offer of appointment, without compensation, if medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.