SENIOR EXECUTIVE ASSOCIATE

Contract

This is a G-7 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 7 years of experience, depending on education. More about G-7 contracts.

Org. Setting and Reporting The UN Secretary-General's launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs.

The UN Resident Coordinator's Office for Barbados and the Eastern Caribbean functions under a Multi-Country Office (MCO) context, serving seven Eastern Caribbean countries: Barbados, Antigua and Barbuda, Commonwealth of Dominica, Grenada, Saint Kitts and Nevis, Saint Lucia, Saint Vincent and the Grenadines and three British Over-seas Territories: Anguilla, British Virgin Islands and Montserrat. Under the MCO set-up, as of January 2021 the UN RCO will have presence in six Eastern Caribbean countries through the positing of a United Nations Country Coordination Officer.

As a Multi-Country Office, the UN Resident Coordinator leads the United Nations Sub-Regional Team (UNST) for Barbados and the Eastern Caribbean comprising of eleven resident UN Agencies based in Barbados and seven non-resident UN Agencies. The UNST works in support of regional and countries priorities as defined in regional and country level cooperation framework and/or programmes.

This position is located in the UN Resident Coordinator's Office for Barbados and the Eastern Caribbean in Barbados (MCO hub).

The Executive Associate to the UN Resident Coordinator works under the overall guidance of and reports directly to the UN Resident Coordinator and works in close collaboration with the RCO Strategic Planner and Team Leader. The working environment entails working collaboratively with the UN RCO team and Agencies staff and external counterparts for the successful achievement of the responsibilities and assigned tasks.

Responsibilities Within delegated authority, the Executive Associate to the UN Resident Coordinator will be responsible for the following duties:

1. Executive Secretarial and front office Support: - Maintenance of the UN Resident Coordinator's (UN RC) calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and missions/representations schedule, including all protocol procedures and logistics requirements. - Helps manage the immediate front-office operations with respect to communications, meetings and workflow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor's attention. - Organizes internal, external and high-level meetings with representative/officials, including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings, as well as logistics needs for meetings (conference room, IT, etc.). Distribute meeting reports and information and ensure follows-up on required actions. - Collects on a timely manner and provides quality assurance of briefing materials for supervisor concerning appointments, meetings, missions and specials meetings. Reviews appropriate format and style, in accordance with standard practices. - Undertake travel arrangements for supervisor and other RCO team members, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief supervisor of important developments upon their return. - Preparation of correspondence, directives, comments on behalf of the UN Resident Coordinator as well as meeting minutes, report and other documents, including informal translations. - Establishes and maintains an efficient tracking systems and procedures for correspondence and documents, when applicable through an automated system; monitoring work progress, follow-up on deadlines, commitments made, actions taken and coordination of collection and submission of inputs to the UN Resident Coordinator and/or externally. - Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the UN Resident Coordinator and team. As required, prepares and communicates new operating procedures. - Communicates sensitive information to supervisor and coordinate responses to sensitive inquiries on behalf of the supervisor. Exercises discretion and confidentially of complex and sensitive matters and safekeeping /filing of confidential materials - As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of tasks and deadlines.

2. Human Resources Management: - Coordinates various actions related to the administration of the unit's human resource activities, e.g., follow up on completion of staff Unit performance appraisal, job postings, learning and training compliance, separation of staff members, etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required. - Manages and monitors staff leaves and keeps supervisor abreast of Unit leave plans. - Reviews and processes personnel actions through Umoja and/or other entity as required, to ensure prompt payment of salaries and entitlements and other reimbursement. - Prepares travel authorizations including coordinates with the staff member and the Travel Section; calculates and implements applicable travel entitlements; raises travel authorizations in Umoja and related financial authorizations, when applicable; reviews travel claims and supporting documentation and all other actions related. - Coordinates with internal Units to assist staff in obtaining visas, laissez-passer and other official documentation relating to staff official travel. - Supervises the work of the Unit Driver, Administrative Assistant and any other clerical/administrative support personnel.

3. Budget and Finance: - Provides expert assistance in the preparation and development of the Unit's work programme and budget. - Assists in monitoring of RCO budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis, and suggests reallocations of resources and implements the reallocations as necessary. - Assists managers in the elaboration of resource requirements for budget submissions. - Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds. - Monitors extra-budgetary resources, including review of agreements and cost plans, ensuring compliance with regulations and rules and established policies and procedures. - Assists in the preparation of budget performance submissions. - Assists in finalization of budget performance reports, analysing variances between approved budgets and actual expenditures.

4. General Administration: - Provides guidance, training and daily supervision to other general service staff in the area of responsibility. - Provides assistance in drafting of host country agreements, budget agreements, or contributions for grants or other activities as appropriate. - Identifies and resolves diverse issues/problems as they arise and determines appropriate actions. - Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team; - Maintenance of rosters of high-level partners, telephone lists and databases of key contact persons/counterparts and vendors. - Performs other related administrative duties, as required (e.g., operational travel programme, monitoring accounts and payment to vendors and individual contractors for services, physical space planning and the identification of office technology needs and maintenance of equipment, software and systems).

5. Contract Administration: •Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services. - Processes the payment of contractors' invoices and monitor payments. - Prepares and processes all UN forms and permissions for contractual and work Unit, Section or Service UN staff, including UN grounds passes, property passes, UN parking permits, swipe-card access and door keys. - Undertakes any other duties assigned by the supervisor.

Competencies PROFESSIONALISM: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

PLANNING & ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education High school diploma or equivalent is required. Additional certification or training on protocol management and/or event organization or a similar area, is desirable. Passing the United Nations Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GSST at the time of application may be invited for the test after submitting an application. A degree in Communications, Public Relations, Business Administration or other related field, is desirable.

Work Experience At least 10 years of progressively responsible experience in administrative services /management, human resources or related area, is required.

At least 3 years working in an executive office management or similar setting is desirable.

Experience in providing senior executive/administrative and management support in an international organization, government or public sector is desirable.

Experience in preparing technical notes, correspondence and reports is required.

Working experience in advanced office and correspondence management system is desirable.

Working experience/specialized experience in front office management is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.

NOTE: "Fluency equals a rating of "fluent" in all four areas (read, write,speak, understand) and " Knowledge of" equals a rating of " confident" in two of the four areas.

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Appointment against this post is on a local basis and is open for an initial period of one year and may be subject to extension subject to legislative body funding availability.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country.

A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

On-line applications will be acknowledged where an email address has been provided. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. If the problem persists, please seek technical assistance through the Inspira "Contact Us" link.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.