Executive Associate

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Description

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The Executive Associate will support the Chief Operations Officer (COO) and Programme Manager (PM) by managing a range of logistical and administrative tasks in a timely and high-quality manner, will ensure that their time is being leveraged effectively and efficiently – supporting EOF and our mission. Effective delivery of the responsibilities of the role will require a solid grasp of the content and our stakeholder / operating environment.

Key functions, accountabilities and related duties/tasks:

Administrative, Operational and Executive Support:

• Supports time management and scheduling on behalf of the COO and PM: manages calendar and coordinates with the Secretariat team, scheduling of appointments; screening meeting requests; coordinating timely submission of background notes and talking points; ensuring effective prioritization and time-management; resolving conflicts and competing demands; and, directing relevant requests to the appropriate team lead.
• Brings sensitive and urgent matters to the attention of the COO and PM; identifies issues requiring their attention and refers others to relevant office and appropriate disposition; monitors and follows up on action to be taken.
• Initiates, monitors and follows up on personnel-related matters;
• Makes travel arrangements processes travel requests issued by the COO and PM in line with UNICEF procedures;
• Supports effective administration of meetings and events attended by the COO and PM; and, communicates with staff and coordinates logistics for high-level meetings both internally and externally.
• Assists in coordinating the agenda of staff meetings.
• Participates in, and serves as notetaker for meetings; and, ensures timely circulation and follow-up action.
• Supports the COO and PM in presentations for internal and external meetings; researches issues, prepares briefing notes, slides and subject files and gathering relevant documentation;
• Researches, complies and summarizes background materials for use in preparation of reports, briefs, speeches;
• Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications;
• Drafts, composes and prepares correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Exercises quality control for all outgoing documents; proofreads and edits text for adherence for format, grammar, punctuation and style.
• Supports the COO and PM with external communications (including drafting social media posts and updating websites.)
• Prepares the COO’s and PM’s expenses, including all relevant information and receipts, ensuring accuracy and tracking reimbursements.

Coordination and planning:

• Coordinates and plans with EOF Secretariat team the direction of tasks to relevant leads, timely follow-up actions and submission of completed tasks:
• Coordinates meetings and travels with relevant staff, including packages containing all relevant documentation and information.
• Supports the COO and PM in preparing, drafting and reviewing e-mail communications with the Executive Committee and the High-Level Steering Group and maintains electronic filing for all documentation related to the EOF governance structure.
• Supports the organization and logistics of EOF governance meetings including with the Executive Committee, the High-Level Steering Group and sub-committees.
• Ensures COO’s and PM’s clearance of external communications with the EOF governance structure, and other partners, such as donors, UN agencies, NGOs, foundations and governments.
• Ensures COO’s and PM’s endorsement for recruitments, financial commitments, human resource commitments and legal agreements.
• The Executive Associate will provide shared operational support to the EOF Secretariat, consisting of nine staff members (excluding the Director), to achieve concrete and sustainable results in education. The position will be expected to ensure the successful incorporation of procedures and systems and provide quality administrative support to the Secretariat’s work.

Provide office management and administrative support:

• Serve as back-up HR LFP, MDM LFP and Attendance Focal Point.
• Backup focal point for system access and office space/logistics arrangements.
• Back up for the travel focal point for EOF Secretariat – processes travel requests in line with UNICEF procedures; responsible for administrative documentation like visa, security clearance.
• Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.
• Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
• Monitors travel reports and certification and report back to the team.

Events/Logistics:

• Supports team building events by making the logistical arrangements, engaging with facilitators, caterers and hosts.
• Supports effective administration of virtual and in-person events organized by the Secretariat; including leading logistics, supporting external communications, taking minutes.
• Arranges times through liaising with participants over availability.
• Liaises with budget focal points and section over costs and needs.
• Prepares and maintains agendas on meetings and events related to the work group commitments.
• Perform other tasks as assigned

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

The following minimum requirements:

• Education: A secondary education degree with university-level courses in business administration or equivalent specialized training in executive management support, logistics, or operations is highly desirable.
• For this position, a bachelor’s degree from a recognized academic institution in business administration, logistics or other relevant fields may replace three years of related work experience. A master’s degree may replace an additional two years.

Work Experience:

• A minimum of 6 years of relevant work experience as Executive Associate with solid responsibility for managing complex diary, complex international travel, high level partners and stakeholders etc. Experience working in a diverse and complex environment is highly desirable.

Skills :

• Training and experience using MS Word, Excel, PowerPoint, SharePoint, Teams etc.; knowledge of integrated management information systems required.
• 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.

Language Requirements:

• Fluency in English is required. A good working knowledge of another UN language, preferably French is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/572090

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