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Executive Assistant

United Nations Office for Project Services

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Job Description

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Description

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The Executive Assistant – Senior Associate will provide dedicated support to the two DEDs. managing their meeting calendars, correspondences and facilitating other activities as requested. The incumbent will play a pivotal role in ensuring effective and timely support to the Deputy Executive Directors and will have to have an agile mindset and be able to apply good judgment to manage competing priorities with a minimum level of supervision. The incumbent will engage directly with a variety of internal and external stakeholders, and will have to display strong UN values throughout all areas of work. The incumbent also needs to have strong communication skills.

The Executive Assistant – Senior Associate also supports the Executive Office by performing a variety of administrative processes and contributing to other priorities of the team to ensure the effective and efficient functioning of the Executive Office. 

The Executive Assistant – Senior Associate, like other members of the Executive Office Support Team, reports to the Management Advisor. Performance management objectives and assessments will be done in consultation with input from the two Deputy Executive Directors.
Functional Responsibilities:

  • Secretarial support to the Deputy Executive Director – Management and Policy and Deputy Executive Director – Delivery and Partnerships
  • Manage the calendars for the two DEDs
  • Manage the planning and coordination of the two DEDs missions, including drafting agendas in collaboration with country offices and other high-level stakeholders.
  • Prepare and maintain a calendar of proposed conferences and meetings to be attended by the DEDs
  • Organize meeting logistics, including but not limited to the preparation of meeting minutes/summaries of actions to be taken.
Communication and knowledge management:
  • Communicate effectively and liaise with internal and external stakeholders on behalf of the DEDs, following protocol.
  • Adhere to appropriate approval processes for documents that require DED signature. 
  • Respond to and/or direct inquiries to appropriate units for timely action/response.
  • Draft, on behalf of the DEDs, routine correspondences.
  • Maintain lists of contacts of internal and external stakeholders
  • Develop and maintain standard operating procedures (SOPs) for the Executive Office.
  • Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.
  • Plan and organize events and receptions with partners and other stakeholders.
Administrative and logistical support:
  • Manage travel arrangements for the Deputy Executive Directors, including logistical/administrative matters, such as visa, hotel, security clearance, and protocol matters.
  • Undertake procurement processes or process payments on behalf of the Executive Office, when requested.
  • Capture and digest information and prepare presentation slides.
  • Assist managers in the elaboration of resource requirements for budget submissions, as required.
  • Within the field of the position, perform other related duties as required.
Education/Experience/Language requirements:
Education:
  • High School Diploma is required.
  • University Degree (Bachelor’s or Master’s) is desirable and may substitute some of the required years of experience but is not a requirement
Experience:
  • Seven (7) years of relevant experience (or less depending on academic credentials) in providing support and assisting senior-level management positions.
  • Experience in public relations and communications with senior officials, representatives of diplomatic missions, and NGOs is desirable.
  • Experience in UN/UNOPS rules and procedures will be an added advantage.
Language requirements:
  • Fluency in English language is required.
  • Fluency in other UN official language is desirable

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