Executive Associate

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Description

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• Provide daily support to the Comptroller including but not limited to the scheduling of Comptroller’s calendar of activities, missions, trips, and other strategic consultations in liaison with peers.

• Schedule, provide logistic support and draft minutes of Divisional, SMT and other meetings as requested.
• Arrange times through liaising with participants over availability. 
• Consolidate and circulate documentation for executive meetings, including weekly SMT meetings, including collecting Agenda items for the meetings.
• Schedule and provide support to the DFAM staff and SMT retreat as requested.

• Perform administrative support for onboarding and off-boarding of staff including set up of email, submissions for O.I.C. role in Service Gateway for Vision user access.
• Support to senior management in logging in visitors to enable building access. Act as Divisional focal point for attendance records as needed and emergency contacts. Manage travel arrangements for the -divisional directors and support on travel process. This includes providing travel process advisory and entitlement travel procedures, based on the organization’s rules and policies.
• Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for directors’ travel.
• Draft annual travel plan for review and approval by the Comptroller.

• Consolidate and edit documents based on prepared drafts and/or inputs to bring about conformity to United Nations standards, with regard to external and internal documents, coordinate production, intranet posting (including intranet management for the Division) and distribution of DFAM materials.
• Ensure the mailing lists for all divisional units and section are up to date and accurate.

• Dispatch of donor reports prepared by Financial Reporting and Grants Management for approval of the Comptroller.
• Dispatch of banking documents by Treasury team for approval by the Comptroller.
• Facilitate the approval of donor agreements and disbursements for hosted fund activities by the Comptroller.
• Coordinate and perform file archiving for the strategic division documents.

• Responsible for administration of office supplies and office equipment.
• Arrange for the purchase, maintenance and timely distribution of office supplies and office equipment.
• During absence of colleagues, support the audit, procurement or payment processes. This includes use of audit database and entering commitment documents or invoices in VISION.
• Perform any other administrative duties that may be requested

• Completion of secondary education (High School) is required. Completion of other advanced diploma or qualifications in line with service field is considered an asset.
• A minimum of six (6) years of progressively responsible administrative support services is required. Experience in a similar role in the UN/UNICEF is ideal.
• Advanced computer literacy and the ability to effectively use standard office software tools (Microsoft Word, Excel, PowerPoint, and other software, such as SharePoint) is required.
• Prior hands-on experience utilizing drafting and editing skills demonstrating ability to take initiative, and to work independently, is required.
• Strong organizational, planning and prioritizing skills and abilities is considered an asset.
• Experience in an international developmental organization and/or global working experience is highly desirable.
• Working knowledge of UNICEF systems, policies and procedures is considered an asset.

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