Re-Advertisement: Executive Assistant, G-5, Fixed Term, Division of Human Resources (DHR), Budapest, Hungary

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education. More about G-5 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 and care

Under the direct supervision of the Deputy Director, Division of HR, the Executive Assistant is accountable for procedural communications, operations and administrative support services to ensure the smooth running of the Directorate Office. The incumbent is also expected to assist in human resources activities in accordance with the Directorate Office’s work plans and DHR’s Office Management Plan (OMP). The incumbent will play a role in assisting DHR senior leaders in breaking down silos, working across sections as well as HR functions, and partnering with stakeholders inside and outside global HR community and UNICEF to bring about transformational changes.

How can you make a difference?

Executive Assistants at the GS-5 level typically report to a head/deputy head of office; therefore, the scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. The incumbent supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized, yet the incumbent must apply a good knowledge of guidelines to operationally support the supervisor. In addition, they represent the supervisor in communications with counterparts within UNICEF and in partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work.

1. Administrative support to the Directorate Office

• Manage and schedule appointments and maintain/coordinate calendar of the Director and Deputy Director and of other senior leaders when required.
• Perform appropriate coordination/liaison with various sections within DHR, with other Divisions, the global HR community, other UN agencies, and partners.
• Receive, screen and route correspondence, attach necessary background information and maintain follow-up system. Ensure quality assurance in correspondence requiring the signature of the Directors and on occasion those of the Executive/Deputy Executive Directors. Ensure accuracy of information.
• Make arrangements divisional staff meetings, collect agenda, prepare briefing notes, gather documents and prepare presentations when necessary. Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
• Make travel arrangements, screen calls and communicate sensitive information to higher level managers. Coordinate and ensure adequate responses to sensitive queries.

2. Additional support to the Directorate Office’s initiatives and projects

• Assist in procurement activities (VISION-related tasks), invoice processing, etc. upon request.
• Manage logistics of office events.
• Help with documentation, in-house notification, website updates, SharePoint site maintenance, etc.

3. Support to human resource activities of DHR and the Directorate Office

• Solicit and compile document/reports on different HR areas from DHR sections for senior leaders.
• Provide support in implementing HR activities to teams in the Directorate Office upon request.
• Interfaces/correspond with various internal/external stakeholders for the purpose of gathering and disseminating information in response to staff queries.
• Propose innovative ideas for continuous improvements in HR business processes.

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

• Completion of secondary education. University level courses desirable.
• A minimum of 5 years of progressively responsible human resources, administrative or clerical work experience required. Previous project management experience and supporting senior Executives will be a distinct advantage.
• Experience within UNICEF or other international organization desirable.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

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...

• 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)

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:

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements. UNICEF does not facilitate MFA accreditation for locally recruited staff.

Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission.

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

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.