External Advertisement: Executive Associate, G6/FT, Bishkek, Republic of Kyrgyzstan, Open to Kyrgyzstan citizens only!

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.

Salary

The salary for this job should be more than 1,508 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

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, support

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.

Under the supervision of a head of office, 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. Executive Associates also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

How can you make a difference?

COMMUNICATIONS SUPPORT:

• Perform full range of liaison duties for management office with other sections and key partners. Maintain effective working relationships with all staff and senior management team.

• On behalf of the Representative and Deputy Representative, manage incoming and outgoing correspondence, e-mails and telephone calls.

• Ensure a reliable and an adequate document/information management system in line with UNICEF classification, retention and information management policies, rules and regulation. This includes receiving, forwarding, classification, filing and a documented follow up of any communication in and outflows in all formats.

• Communicate sensitive information to higher level managers.

• Provide relevant and up to date information pertaining to the work of the offices, sections and teams with conformity and regularity. Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy, with due respect to sensitivity and confidentiality.

• Draft responses to Note Verbale, official responses and other written inquiries on routine questions.

• Coordinate responses to sensitive inquiries.

• Ensure the outgoing communication and correspondence are in strict compliance with the Protocol, UNICEF policies and take appropriate actions to duly address any deviations or risks to the supervisor.

• Clear correspondence for conformity with established procedures and accuracy of statements before being signed by supervisor. Take proactive actions to timely address and solve the unclarities and ambiguities with the concerned staff beforehand.

• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence, and other documents.

• Support Representative’s office in maintaining efficient communication and interaction with the Zone Office staff and management. This includes coordination of timely exchange and proper centralized record keeping of governance documents, workplans, partnership and staff files, etc.

ADMINISTRATIVE SUPPORT: • Maintain the supervisor’s calendar.. Coordinate with various teams to prepare an efficient calendar for all office-wide and management activities. Provide all administrative and logistical support as needed.

• Arrange meetings, both internal and external, including those involving high-ranking officials. Coordinate high-level missions and visits.

• Ensure that the Head of Office is properly prepared and supported for all meetings and events through long-range planning, staff coordination, and daily diligence. • Organize official travel on behalf of supervisor.

• Prepare/coordinate producing of briefing materials for official trips or meetings.

• Facilitate approvals through various workflows, including digital, ensuring efficient timelines and consideration of priorities. Maintain adequate filing and record keeping of all approvals.

• Contribute to the work of statutory committees and teams with review and suggestions on improvements to the workflows and processes.

• Regularly analyze and assess the efficiency of the office document flows and work of management office and suggest areas for improvement.

• Take minutes and/or notes at meetings, arrange proper record keeping and follow up on actions with the concerned parties, as assigned by supervisor.

• Drafts management and overall governance documents, memos and ensures that the management decisions are duly and timely communicated to staff.

• Create systems to track various office management related projects and take proactive steps to ensure their accomplishment in a timely and efficient fashion; responsible for completion of independent projects assigned by the supervisor.

• Coordinate various administrative and logistical details associated with the day to day operations of the Representative’s office.

• Perform other various administrative duties which may be complex or confidential, including ad hoc reports, and specially assigned projects.

PARTNERSHIP AND REPRESENTATION SUPPORT

• Facilitate the Representative’s interaction with various external partners such as Ministry of Foreign Affairs (MOFA), ambassadors, donor country delegations, ministries, government’s office and high-level senior officials through collaborative and proactive relationship with counterparts and colleagues in those offices.

• Ensure compliance with MOFA/State protocol requirement to organize meetings with high level government officials.

• Ensure an appropriate and up to date database of contact information of counterparts, including ministries, government officials and members of the diplomatic corps.

• Prepare translations (English/Russian/Kyrgyz) and act as interpreter as needed, including those involving high-ranking officials and/or sensitive issues, with due level of discretion and confidentiality.

• Stay abreast of news, developments and issues in the key counterparts’ scene (including the host government, donors, partners, UN agencies) and ensure timely and correct information update to supervisor. This includes searching for information and producing pertinent notes/abstracts.

• Closely collaborate with the management and staff of the Zone Office in preparation and coordination of official visits, agenda, schedules and official meetings.

DONOR RELATIONS MONITORING SUPPORT:

• Contribute to creation and maintenance, as well as, serve as the custodian of donor proposal repository on office SharePoint site.

• Ensure digital filing on the designated site of all related documents in relation to Contribution Agreements, including correspondences or email exchange, interim or final Donor Reports, etc., with due attention to historical data records keeping, that may be useful to support management decisions.

• Review accuracy, relevance, and completeness of uploads upon submission from sections before facilitating management approval.

• Support regular update and maintain the donor proposal pipeline for the management reference.

• Maintain regular updates to the digital donor contribution files upon amendments, ensuring that relevant information dynamics is duly reflected for reference purposes.

• Liaise with relevant staff/sections to obtain required information to keep the supervisor up to date and to support informed decision taking processes.

• Regularly review, analyze and address any issues and/or suggestions to the management team on improvement of donor contribution management processes and related internal quality assurance mechanisms.

OTHER SUPPORT:

• Perform full scope of Vendor Master Data Management Focal Point, ensuring the compliance to corporate polices, procedures and regulations. • Keep all staff informed of the new developments and issues in the area by sharing knowledge and advisory support. • Participate and contribute to the development and application of respective internal office procedures.

Impact of Results:

In addition to the impact at the GS-6 level, s/he is accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the senior staff member and his/her section served. In addition, they represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with counterparts within UNICEF and partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work.

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

1. Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
2. Experience: A minimum of six years of relevant administrative or clerical work experience is required.
3. Language Requirements: Fluency in English and Russian is required. Advanced written and verbal knowledge of Kyrgyz language is considered as an asset.
4. Skills:

• 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.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are...

Core Competencies

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

Functional Competencies

• Analyzing (1)
• Learning and Researching (2)
• Planning and organizing (2)
• Following Instructions and Procedures (2)

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

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:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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