Executive Associate

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education. More about G-6 contracts.

Org. Setting and Reporting This position is located in UN Resident Coordinator Office in Baku, Azerbaijan. The Executive Assistants reports to the Resident Coordinator (RC)

Responsibilities Within delegated authority, the Executive Assistant will be responsible for the following duties:

Effective and efficient functioning of the Resident Coordinator Office (RCO) - Maintenance of the supervisor's calendar, contacts with high-ranking visitors, arrangement of appointments and meetings of the RC and the RCO, acting as an interpreter when required. - Management of RC missions and representation schedule. - Maintenance of contact list and protocol procedures with Government, diplomatic community, and other visitors - Preparation of informal translations. - Draft non-substantive and routine correspondence. - Preparation of correspondence, directives, comments on behalf of RC for their signature and making follow-up when required. - Coordination of preparation of briefing materials for RC’s meetings and missions, in consultation with other RCO staff - Organization of events and travels (booking of flights, request of security clearance, arrangements at airport, etc.) as required

Effective communications support to the RC Office - Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system. - Coordination of the information flow in the office, follow up on circulation files. - Screening of all incoming calls and correspondence. - Coordination of activities to support staff engaged for the RC, e.g. Driver,

General Administration - Drafts routine correspondence to respond to enquiries in respect to relevant administrative, and protocol matters. - Facilitates the visa process for international personnel of the RCO - Maintains an up-to-date leave management system for the RCO - Liaises with governmental entities related to all relevant protocol matters - Coordinates extensively with service units and liaises frequently with internal team members both at Headquarters and regional level. - Performs other related administrative duties, as required (e.g., operational travel programme; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations). - May be responsible for guiding, training, and supervising the work of more junior General Service staff.

Work implies frequent interaction with the following: The Executive Assistants of the Representatives of the UNCT, Development Partners and Diplomatic Missions. Focal points in Government institutions (ministries, departments). Staff within the Executive Office or work unit and clients in Department. Human resource, administrative, accounting staff in missions and Headquarters, general support service and conference services staff. Consulting firms.

Results Expected: Successful management and smooth functioning of the front-office of the RC and RC Office (RCO) in such a way that it serves both the RC, UNCT and key stakeholders of the UN. Works with minimal amount of supervision; independently provides accurate reports and/or records in the areas of work programming, budget/financial management, and other functions.

Competencies Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently

Education High school diploma or equivalent. Must have passed the United Nations Global General Services Test (GGST) at Headquarters or an equivalent locally administered test at Offices Away. A candidate may be asked to take the GGST after having applied to this position.

Work Experience Seven years of experience in administrative services, finance, accounting, audit, human resources or related area.

Experience having worked in a Front/Executive Office.

Languages Fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.