Executive Associate, G-6, Kigali, Rwanda

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.

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, results

UNICEF Rwanda is based in Kigali. It is committed to realizing the rights of all children to help them build a strong foundation and have the best chance of fulfilling their potential.

UNICEF Rwanda is currently running a Country Programme 2018-2024 and its goal is to improve the health, nutritional status, protection, education, and wellbeing of children, focusing on those who are poor, vulnerable or at risk.

The Executive Associate manages the Front Office, which includes the Representative and two other professional staff. The Representative also oversees the Deputy Representatives for Programme and for Operation, as well as the Communication, Advocacy, and Partnerships Team and the Social Policy Team, so there is extensive interaction with these teams.

To learn more about UNICEF work in Rwanda, please visit the country website

https://unicef.sharepoint.com/sites/RWA/

How can you make a difference?

Under the supervision of the Representative, the Executive Associate is accountable for procedural communications, operations and administrative support services to ensure the smooth running of the supervisor’s day-to day activities. Executive Associates also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative or procedural requests.

Please see the areas under your responsibility:

Administrative and executive assistance to facilitate smooth running of the office and effective processing of information and data.

• Helps manage the immediate office operations with respect to communications, meetings and work flow;
• Establishes internal tracking systems and procedures for correspondence and documents; monitors work progress and highlights cases of priority and concern to the supervisor.
• Arranges appointments and maintains supervisor's calendar, receives high ranking visitors, places and screens telephone calls and answers enquiries.
• Organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings.

• Plan and organize management meetings, committee meetings and other high level strategic meetings, creating agendas and preparing minutes. Prepares and collects documents and materials for meetings

• Collects and prepares briefing materials for supervisor concerning official trips or special meetings. Undertakes travel arrangements for supervisor. Briefs supervisor of important developments upon their return.

Effective preparation and knowledgeable delivery of correspondence, documentation and reports contributing to achievement of work objectives

• Prepares correspondence for the supervisor's signature, and may make informal translations into another official languages as required. Draft non-substantive correspondence.
• Communicates sensitive information to senior level managers and coordinates responses to sensitive inquiries on behalf of the supervisor.
• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor's reference. Ensure that such documents are properly formatted, proofread, etc.
• Selects and makes pertinent abstracts and undertake searches for information as directed.

Support to meetings, events, conferences and VIP visits

• Coordinates preparation of background documents and material for meetings, events, conferences, and VIP visits.
• Serves as focal person for VIP visits, prepares itineraries, and supports the Deputy Representatives and CAP team to coordinate office planning for such visits.

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

• University degree strongly desired. Completion of Secondary School Education, High School Diploma is required
• 6 years of experience, which may include university education, including organizing and supervising the whole range of office support including with senior officials and VIPs.
• Ability to work with minimum supervision.
• Ability to extract and format data and to solve operational problems.
• Ability to organize own and others work, set priorities and meet deadlines.
• Ability to organize meetings and events.
• Ability to handle work quickly and accurately under time constraints in a fast-paced environment.
• Fluency in oral and written English is required. Kinyarwanda and French are assets.

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’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

UNICEF appointments are subject to medical clearance. Appointments are also 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.