Executive Associate

Volunteering Admin Communications & PR Crisis & Emergency Response

Overview

Provide executive support and administrative assistance to the Regional Director.

You have:

• Minimum of three (3) years of relevant administrative, executive support, or office management experience is required; six (6) years or more is considered an advantage.
• Strong technical knowledge of administrative, operational, financial, and procurement procedures, including budget monitoring, contract processing, and use of enterprise systems.
• Excellent oral and written communication skills, including strong drafting, coordination, and reporting abilities.
• High level of accuracy, attention to detail, and professionalism in document preparation, review, and editing.
• Excellent interpersonal and coordination skills; culturally sensitive, discreet, and able to work effectively and collaboratively with colleagues and partners at different levels and across diverse backgrounds.
• Ability to work effectively in a fast-paced and demanding environment, adapt to changing priorities, and operate within a multicultural team of national and international staff.
• Solid computer literacy, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint), SharePoint, e-mail, and internet; familiarity with integrated management information systems (e.g. ERP platforms such as VISION) is required.
• Strong sense of confidentiality, integrity, judgment, and security awareness in handling sensitive information.
• Demonstrated commitment to UNICEF’s mandate, values, and principles, with an affinity for supporting organizational effectiveness in service of children’s rights and equity.

Contract

This is a UNV contract. More about UNV contracts.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

The UNICEF Eastern and Southern Africa Regional Office (ESARO) provides strategic leadership, technical guidance, and oversight to 21 Country Offices in advancing UNICEF’s mandate for children and adolescents. The Regional Director (RD) serves as UNICEF’s principal representative in the region, engaging with governments, regional institutions, development partners, and internal audiences to advance UNICEF’s priorities under the Strategic Plan and Africa Strategy.

Under the supervision of the Executive Manager, the Executive Associate is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor’s day-to day activities in the Office of the Regional Director for ESAR.

Summary of key functions/accountabilities: • Communications Support
• Administrative Support • Operations Support • Budget Monitoring Support • Procurement Support

COMMUNICATIONS SUPPORT • On behalf of the Deputy Regional Directors, manage incoming and outgoing correspondence, e-mails and telephone calls. • Communicate sensitive information to higher level managers. • Provide routine information pertaining to the work of the division/office. • Draft responses to written inquiries on routine questions. • Coordinate responses to sensitive inquiries. • Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.

ADMINISTRATIVE SUPPORT • Maintain the Deputy Regional Directors’ calendar and arrange meetings. • Organize official travel on behalf of Deputy Regional Directors. • Preparing briefing materials for official trips or meetings. • Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT • Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts. • Maintains and updates a system which monitors the absence of staff. • Supports management of administrative supplies, office equipment, and updating the inventory of items.

BUDGET MONITORING SUPPORT • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure. • Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up. • Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation. • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

PROCUREMENT SUPPORT • Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR. • Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements. • Maintain up-to-date vendor lists, partners, and consultant rosters.

UNICEF Values

• Care • Respect • Integrity • Trust • Accountability • Sustainability

UNICEF Core Competencies

• Demonstrates Self-Awareness and Ethical Awareness • Works Collaboratively with Others • Builds and Maintains Partnerships • Innovates and Embraces Change • Thinks and Acts Strategically • Drives to Achieve Impactful Results • Manages Ambiguity and Complexity

• Minimum of three (3) years of relevant administrative, executive support, or office management experience is required; six (6) years or more is considered an advantage. Experience supporting senior management and/or working in the UN system or an international organization is an asset. • Strong technical knowledge of administrative, operational, financial, and procurement procedures, including budget monitoring, contract processing, and use of enterprise systems. • Excellent oral and written communication skills, including strong drafting, coordination, and reporting abilities. • High level of accuracy, attention to detail, and professionalism in document preparation, review, and editing. • Excellent interpersonal and coordination skills; culturally sensitive, discreet, and able to work effectively and collaboratively with colleagues and partners at different levels and across diverse backgrounds. • Ability to work effectively in a fast-paced and demanding environment, adapt to changing priorities, and operate within a multicultural team of national and international staff. • Solid computer literacy, including proficiency in Microsoft Office applications (Word, Excel, PowerPoint), SharePoint, e-mail, and internet; familiarity with integrated management information systems (e.g. ERP platforms such as VISION) is required. • Highly self-motivated, able to work with minimal supervision, manage competing priorities, and meet tight deadlines. • Strong sense of confidentiality, integrity, judgment, and security awareness in handling sensitive information. • Demonstrated commitment to UNICEF’s mandate, values, and principles, with an affinity for supporting organizational effectiveness in service of children’s rights and equity.

The Republic of Kenya is an equatorial nation on the coast of East Africa, neighboring Somalia, Ethiopia, Sudan, Uganda, Tanzania, and the Indian Ocean. Kenya has two levels of Government; Nation-al Government and 47 sub-national Governments called Counties. Counties are further divided into sub-counties.

Kenya is a multi-party state with Executive, Legislative, and Judicial branches. Kenya’s population of more than 40 million is growing at an annual rate of 2.2%. The country’s GNP per capita estimated at purchasing power parity (PPP) is $975, and the GNP is growing at an average rate of 0.1% annually. More than 26% of Kenya’s people live below the international poverty line of $1 per day. Kenya’s main food crops are “maize, wheat, pulses, roots and tubers.” (FAO). Nairobi is a modern metropolitan city where most basic goods and services, health facilities, public transport, telecommunication and banking services and educational facilities are readily available.

The city is widely connected through its main airport, Jomo Kenyatta International Airport and the smaller Wilson Airport. Air transport is also available to many up-country destinations. The city is home to some 3,000 UN personnel mainly attributed to the fact that it serves as the headquarters for both the UN HABITAT and UNEP. The socio-economic and cultural background of the immediate society the UNV would be living and working in is diverse and prevailing security conditions at the place of assignment is modest. The topographic and climatic features of the assignment location is highland cool and warm tropical climate. https://www.unv.org/

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Potential interview questions

Added 4 months ago - Updated 3 months ago - Source: unv.org