Executive Assistant-Senior Associate

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Description

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The Executive Assistant – Senior Associate will be part of a dynamic and agile support team in the Executive Office, which supports the Executive Director, the two Deputy Executive Directors, and the Chief of Staff.

The Executive Assistant – Senior Associate will provide dedicated support to the Deputy Executive Director – Delivery and Partnerships, managing her meeting calendar, correspondences, logistics, and administrative matters.

The incumbent will play a pivotal role in ensuring effective and timely support to the Deputy Executive Director – Delivery and Partnerships 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. Strong communication skills are essential, and the incumbent will be expected to display strong UN values throughout all areas of work. 

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 the Deputy Executive Director.

Functional Responsibilities:

Secretarial support to the Deputy Executive Director – Delivery and Partnerships:

• Manage the calendars for the Deputy Executive Director
• Manage the planning and coordination of the Deputy Executive Director’s 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 Deputy Executive Director.

Communication and information management:

• Communicate effectively and liaise with internal and external stakeholders on behalf of the Deputy Executive Director, following appropriate protocol.
• Adhere to appropriate approval processes for documents that require the Deputy Executive Director’s signature.
• Respond to and/or direct inquiries to appropriate units for timely action/response.
• Draft, on behalf of the Deputy Executive Director, routine correspondences.
• Maintain lists of contacts of internal and external stakeholders
• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.
• Capture and digest information and prepare presentation slides, when needed.
• Develop and maintain standard operating procedures (SOPs) for the Executive Office.

Administrative and logistical support:

• Manage travel arrangements for the Deputy Executive Director, 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.
• Collect data from relevant databases and prepare financial overviews in spreadsheets (Google Sheets), as required.
• Assist managers in the elaboration of resource requirements for budget submissions, as required.
• Plan and organize events and receptions with partners and other stakeholders.
• Within the field of the position, perform other related duties as required.

Impact of Results :

• The Executive Assistant – Senior Associate will play a pivotal role in ensuring effective and timely support to the Deputy Executive Director – Delivery and Partnerships.

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.

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 languages is desirable.

Source: https://jobs.unops.org/Pages/ViewVacancy/VADetails.aspx?id=28429#1

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