Executive Assistant-Senior Associate

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education.

Salary

The salary for this job should be more than 5,033 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.

Background Information - Job-specific

The position is located in the Executive Office of UNOPS. The Executive Assistant - Senior Associate supports the Executive Director and Deputy Executive Director in their daily activities, managing their meeting calendar, correspondence and facilitating other activities as requested. The incumbent also supports the Executive Office by performing a variety of administrative processes ensuring high quality and accuracy of work.

The incumbent will engage directly with a variety of internal and external stakeholders, sometimes on behalf of the Executive Director and Deputy Executive Director, and will have to display strong UN values throughout all areas of work.

The Executive Assistant - Senior Associate reports to the Management Specialist and will be part of a dynamic and agile support team in the Executive Office. The Executive Assistant - Senior Associate plays a pivotal role in ensuring effective and timely support to the Executive Director and Deputy Executive Director and will have to have an agile mindset and be able to apply good judgment to manage competing priorities with a minimum level of supervision.

This vacancy announcement may be used to identify potential candidates for multiple positions within the same area of work.

Functional Responsibilities

1. Secretarial support to the Executive Director (ED) and Deputy Executive Director (DED)

• Manage the ED’s and DED’s calendar and schedule of appointments and meetings
• Manage an agile forward planner for the ED, demonstrating ability to manage complex and competing requests based on a good sense of priorities.
• Manage the planning and coordination of the ED & DED’s missions, including drafting agendas in collaboration with country offices and other high-level stakeholders.
• Prepare and maintain a calendar of proposed conferences and meetings to be attended by the Executive Director.
• Organize meeting logistics, including but not limited to the preparation of meeting minutes/summaries of actions to be taken.

2. Communication and information management

• Communicate effectively and liaise with internal and external stakeholders on behalf of ED and DED, following protocol.
• Adhere to appropriate approval processes for documents that require ED signature.
• Screen incoming correspondence to the Executive Office and route to relevant internal stakeholders for follow-up.
• Respond to and/or direct inquiries to appropriate units for timely action/response.
• Draft, on behalf of the Executive Director, routine correspondences, such as letters, memos, and verbal notes.
• Maintain lists of contacts of internal and external stakeholders
• Develop and maintain standard operating procedures (SOPs) for the Executive Office.
• Maintain hard copy and electronic files, reference materials, and confidential records as required.

3. Events and external stakeholder management

• Plan and organize events and receptions with partners and other stakeholders.
• Receive high-ranking visitors/officials and coordinate logistical arrangements related to visits.

• Serve as the key interlocutor for the ED & DED with the offices of high-level officials in the UN System and external partners

• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.

4. Administrative and logistical support

• Manage travel arrangements for the Executive Office, including all logistical/administrative matters, such as visa, hotel, security clearance, and protocol matters.
• Undertake procurement processes on behalf of the Executive Office, when requested.
• Process payments for expenditures for the Executive Office
• Capture and digest information and prepare presentation slides.
• Collect data from relevant databases and prepare financial overviews in spreadsheets (Google Sheets), as required.
• Assist managers in the elaboration of resource requirements for budget submissions, as required.
• Monitor budget implementation/expenditures and recommend reallocation of funds as necessary, as required
• Within the field of the position, perform other duties as required.

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. For people managers only: 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.

Education/Experience/Language requirements

Education:

• High School Diploma is required.
• University Degree (Bachelor’s or Master’s) is desirable and may substitute some of the required years of experience

Experience:

• Seven (7) years of relevant experience (or less depending on academic credentials) in providing support and assisting senior-level management positions.
• Experience in public relations and communications with senior officials, representatives of diplomatic missions, and NGOs is desirable.
• Experience in UN/UNOPS rules and procedures will be an added advantage.

Language Requirements:

• Fluency in English language is required.
• Fluency in other UN official language is desirable

Contract type, level and duration

Contract type: staff Contract level: G7 Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about United Nations staff contracts, please follow this link: https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.