Executive Associate, G6, FT, ICTD Digital Core - Valencia, Spain

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, a connected world.

The overarching strategic goal of UNICEF’s Information and Communication Technology Division (ICTD) is to transform and build partnerships with our stakeholders to successfully implement UNICEF programmes globally, through the use of innovative technology-enabled solutions.

How can you make a difference?

Under the leadership of the Chief Information 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 supervisor’s day-to day activities, as well as his/her section's. Executive Associate also represents the supervisor in initiating, following up on and resolving issues pertaining to a variety of administrative and general operations issues across ICTD.

Key responsibilities

Information Management and Administrative support to the Director:

• Develops and maintains an efficient system of information management which includes prioritizing incoming communications, follow through, and electronic repositories. Ensures efficiency and effectiveness of internal tracking systems and procedures for correspondence and documents; monitors work progress and cases of priority and concern to the Director.
• Leveraging modern productivity tools, develops and maintains a system for organizing the Director’s agenda prioritizing appointments and meetings. Helps manage the Director's meetings and workflows. Prepares background and briefing materials for meetings, as well as drafts internal communication materials on routine and non-routine matters as appropriate.
• Helps direct attention to priority issues and actions and brings matters requiring immediate action to the attention of the Director. Identifies complex or sensitive subjects and gathers and collects necessary background information ensuring an effective follow-up system.
• Receives high-ranking visitors, places and screens telephone calls and responds to queries with discretion.
• Organizes high- level meetings including taking responsibility for finalization of the meeting agenda, invitations, distribution of documentation, and preparation of minutes of meetings. Distributes meeting reports and information and ensures follow-up on required actions.
• As appropriate, provides information and guidance to staff at all levels within the Division to ensure understanding of intent and deadlines.
• Develops and maintains an effective system for retrieving key contact information for government officials, key contacts in other UN agencies and other key business partners.

General Budget and Operations Support

• Provides support on budget revision/preparation, implementation status, organizational management, 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.
• Carries out transactions in VISION pertaining to budget of his/her section such as creation of funds commitments (FC), purchase requisitions, etc. and supports year-end processes as concerns the Director’s Office
• Undertakes administrative functions relating to the administration and monitoring of Director’s Office assets, purchases of goods and services, arranging travel for consultants, Government protocol, etc.

Travel and logistic support:

• Makes travel arrangements including itinerary, visas, flights and hotel reservations for the Director. Ensures relevant offices are informed of travel arrangements and requirements.
• Collects and prepares briefing materials concerning official trips or special meetings. Briefs the Director of important developments upon their return.
• Provides logistic support to Division level meetings (e.g. Management Team, Global Management Team, etc.) including the booking of conference rooms and other logistical arrangements through engaging with facilitators, caterers and hosts.

Other duties:

• As required, prepares Consultant requisition requests with input from Administrative Services; Prepares Note for the Record for the selection of candidate with input from panel members; Ensures all the documentation necessary for issuance of contract is complete;
• Advises consultants on UNICEF’s policies related to consultants and office processes.
• Acts as backup to other Admin. Associates during their absence;
• Performs additional tasks as required by the Director.

To qualify as a champion for every child you will have…

• A secondary degree (High School Diploma or equivalent)
• Business courses or courses in other relevant disciplines are an asset. Training in the administrative field is desirable.
• A minimum of 6 years of relevant professional experience in communication, administrative, or executive support is required.
• Very good knowledge of MS Office (Word, Excel, PowerPoint), MS Outlook, MS SharePoint, and Visio is required.
• Knowledge of UNICEF/UN processes (contracts, travel, supply etc.), budget system and budgetary and financial procedures) is an asset.
• Fluency in English and in Spanish is required. Knowledge of another official UN language (Arabic, Chinese, French, or Russian) is an asset.

For every Child, you demonstrate...

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: https://uni.cf/UNICEFValues

As an advocate for every child you will receive:

• A competitive salary that is tax-exempted in Spain
• You can access here the UN Salary Scale for Spain, and here a salary calculator for simulation. (Medical insurance and pension premiums will be deducted from net salary).
• Holidays and leave, including 2.5 days of annual leave accrual per month
• Parental leave
• Dependency allowance
• United Nations-sponsored medical insurance plan, pension plan, and optional life insurance plan
• Access to professional development and learning programs, online learning, and learning path
• Access to staff well-being and career development support

Please visit the Compensation and Benefits site on UNICEF Career page

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:

Candidates must be nationals of EU countries or in possession of a valid work permit. Please note that General Service (GS) staff are locally recruited staff and candidates are personally responsible for any travel and accommodation arrangements.

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

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