Executive Associate GS-6, 6 Months, New York, EMOPS

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 Future

Under the supervision of the Executive Manager and the Division Director, the Executive Associate (EA) is responsible for administrative support services, as well as ‘special assistant’ functions (communication, coordination), to enable uninterrupted running of the Director’s day-to day activities, as well as his/her office. In addition to the Director, the Executive Associate will also support other staff in the Director’s office (DO), as requested by the supervisor(s).

How can you make a difference?

The Executive Associate is accountable for applying a broad range of administrative rules and procedures in providing administrative support, including but not limited to travel, documentation management and processing of director’s personnel-related needs, to the Director and other staff in the DO. In addition, the Executive Associate supports the Director in managing correspondence; coordinating schedules, following up on deadlines as well as liaising with counterparts within UNICEF and with the external parties

ADMINISTRATIVE SUPPORT:

• Maintain the Director’s calendar; coordinate and schedule appointments and arrange meetings; prioritize Directors participation in the most relevant meetings and events.
• Assemble and distribute documents for the meetings and events, arrange conference rooms, including virtual links for online conferencing, ensure access to and receive visitors.
• Maintain contact details of external partners – government/non-governmental agencies, national committees, NGOs, Inter-agency bodies, partners, staff, etc.
• Organize official travel on behalf of the Director and other staff in the Director’s office. This includes but is not limited to requests for medical clearances, visas, security clearances, and creation and finalization of travel claims, propose and document itineraries, purchase airline tickets, plan and reserve accommodation; coordinate logistical arrangements with the organizers or offices and entities included in missions.

• Facilitate functioning of EMOPS by providing backup administrative support for the other Executive Associates in the Deputy Directors’ Office.

  COMMUNICATION SUPPORT:

• Review and prioritize for Director’s attention incoming electronic and other correspondence.

• Manage all modes of video, phone calls, and conferencing on Director’s behalf.
• Draft responses to inquiries on routine questions and provide information pertaining to the function and work of the division and the Director’s office.
• When needed, handle with discretion the communication with higher level managers and external parties on sensitive issues.
• Organize preparation of briefing materials for events, meetings of official trips.
• Follow up on established deadlines, ensure timely submissions of reports, correspondence, and other documents on Director’s behalf.

• Maintain well-structured and easily accessible electronic files for archiving documentation relevant to the Director’s function and tasks.

  OPERATIONAL SUPPORT:

• Provide support to organization of events and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.

• Maintain and update attendance records for staff in the Director’s office.
• Support management of administrative supplies, office equipment, and update of inventory for the Director’s office.
• Prepare documentation for the Director’s signature, review for accuracy.
• Set reminders/keep track of and ensure timely closure of requests for Director’s approval in electronic and other systems, related to human and financial resources.

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.
• A minimum of 6 years of relevant administrative or clerical work experience is required. Post requires initiative, mature judgment, diplomacy, tact, and excellent public relations skills.
• Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

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/e

thnicity, 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 appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. 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.

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

Non-US candidates must be in possession of an existing US G4 visa or be a US permanent resident/citizen.