Executive Associate, G-6, Public Partnerships Division/NYHQ

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, hope . . .

The Public Partnerships Division (PPD) works to strengthen UNICEF's position as a partner of choice for children's rights among governments and inter-governmental actors around the world. The Division is doing this by positioning children's rights in the intergovernmental and multilateral fora and engaging with governments and public institutions as resource, policy and program partners. A key premise for PPD is that the engagement with countries should be holistic based on multiple aspects of partnerships, including policy advocacy and resource mobilization.

The Public Partnerships Division (PPD) works to strengthen UNICEF's position as a partner of choice for children's rights among governments and inter-governmental actors around the world. The Division is doing this by positioning children's rights in the intergovernmental and multilateral fora and engaging with governments and public institutions as resource, policy and program partners. A key premise for PPD is that the engagement with countries should be holistic based on multiple aspects of partnerships, including policy advocacy and resource mobilization.

How can you make a difference?

Under the supervision of the Deputy Director and in close collaboration with the Executive Officer, 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 Deputy Director’s day-to day activities, as well as his/her office. The Executive Associate also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. In addition to the Deputy Director, the Executive Associate will also support other staff in the Deputy Director’s office as needed.

COMMUNICATION SUPPORT:

• On behalf of the Deputy Director, manage incoming and outgoing correspondence, e-mails and telephone calls. Answer queries with discretion.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division and the Deputy Director’s 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 Director’s calendar. Schedule appointments and arrange meetings, both internal and external, some involving high-ranking officials. Research, assemble and distribute pertinent documents, arrange conference rooms and receive visitors.
• Maintain contact details of external partners – government/non-governmental agencies, national committees, UN staff, etc.
• Organize official travel on behalf of the Deputy Director and other staff in the Deputy Director’s office. This includes requests for medical clearances, visas, security clearances, and creation and finalization of travel claims.
• Prepare briefing materials for official trips and meetings of the Deputy Director.
• Prepare documentation for the Deputy Director’s signature reviewing for style, factual and grammatical accuracy.
• Maintain general files for the Deputy Director.
• Facilitate functioning of PPD by providing backup administrative support for the Executive Associate in the Director’s Office.

OPERATIONS SUPPORT:

• Support capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintain and update a system which monitors the absence of staff in the Deputy Director’s office.
• Support management of administrative supplies, office equipment, and updating the inventory of items for the Deputy Director’s office.

HUMAN RESOURCE SUPPORT:

• Assist with Human Resources functions, including recruitment.
• Support the drafting of vacancy announcements for positions for review by the Deputy Director to attract ideal candidates.
• Support Deputy Director with timely and efficient screening of applications for minimum eligibility.
• Monitor life-cycle of recruitment process to update supervisor as necessary.
• Liaise with candidates in the various stages of the recruitment process.
• Record and maintains recruitment files, ensuring all necessary documentation has been prepared.

B****UDGET MONITORING SUPPORT:

• Provide support on budget revision/preparation, implementation status, and determination position of funding utilization.
• Monitor budgets and financial expenditures of the Deputy Director’s office, ensuring compliance with UNICEF rules and regulations, keeping Deputy Director’s staff informed and advised on actions for decision/follow up.

• Prepare and maintain records, documents and control plans for the monitoring of project/programme implementation.

  PROCUREMENT SUPPORT:

• Facilitate the processing of contracts for consultants and external partners that provide a service to the Deputy Director’s office. This includes preparing and filing documents, completing necessary forms and templates, and making necessary logistical arrangements.

• Maintain up-to-date vendor lists, partners, and consultant rosters.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

• Must pass Global General Service Test (GGST).
• A minimum of six years of relevant administrative or clerical work experience is required. Post requires initiative, mature judgment, diplomacy, tact, and excellent public relations skills.
• Non-US candidates must be in possession of a US G-4 visa or be a US permanent resident/citizen.
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF’s organizational structure, administrative policies and procedures.
• 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.

• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) is an asset.

  For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

To view our competency framework, please visit here.

Functional Competencies:

• Analyzing (II)
• Learning and Researching (II)
• Planning and organizing (II)
• Following Instructions and Procedures (II)

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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:

Remote until 28 January 2022 and further guidance from the UN on returning to on-site work at UNICEF Headquarters, 3 United Nations Plaza, New York.

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