Executive Officer

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Description

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The Executive Officer strengthens the OED capacity in the performance of a key enabler role through managing and ensuring efficient coordination. This role requires adaptability, effective communication, and the ability to collaborate across teams and drive cross-business initiatives. The incumbent supports internal communications to promote the culture of integrity and accountability, which in turn strengthens the organization’s capacity in helping the most vulnerable women and children across the world. Therefore, while this position contributes substantially to organization-wide strategies, it is also considered as an opportunity to acquire professional expertise, organizational knowledge and exposure for further career advancement.

Key functions, accountabilities and related duties/tasks:

Policy, procedures and strategies 

• Responsible for the correct and consistent application of policies and procedures in the management of administrative functions through the provision of guidance and support, and the interpretation of administrative rules, regulations, policies and procedures to the OED teams, including OED out-posted team members.
• Contribute to strategic planning and policy changes/formulation on administrative matters as necessary; provide technical input and contribute to the establishment of administrative guidelines with close supervision by Planning Specialist.
• Coordinate with relevant teams as needed in the area of ​​administrative service management and applicability of policy directives. Advise and update staff on administrative policies, procedures, rules and regulations, providing advice, guidance and administrative support. 
• Lead divisional travel planning and process. Ensure arriving and departing staff are briefed on administrative procedures and requirements.

Office priority setting, business continuity and decision making

• Contribute to the development of office management plans and monitor annual workplan priorities and activities, and identify issues requiring attention of senior management to ensure achievement of office goals.
• Assume functional focal point role in budget management and prepare short- and long-term budget projections based on the office management plan and ad hoc requirements. Complete the administrative steps to secure and manage office budget. Monitor expenditures and report to office management to ensure adequate implementation of the budget.
• Prepare reports or documentations on administrative matters. Provide guidance on administrative procedures, oversee administrative support and services to office teams including preparation and funding of service contracts, payments, assets, financial systems and other immediate operations, in coordination with relevant offices as needed, including finance, human resources, ICT, procurement requisitions for supplies. Keep the supervisor abreast of potential problem areas and identify and recommend solutions.
• Make substantive recommendations on the improvement of systems and internal controls, planning, restructuring, and resolution of sensitive issues. Facilitate smooth workflows, assist in managing the internal controls procedures by performing regular monitoring to ensure that the controls are operating as prescribed and discrepancies, if any, are brought to the attention of the office management.
• Support office management in formulating, testing and maintaining the business continuity and contingency plan. 

Support for office planning and operations

• Research, collect, draft and/or organize materials and related documentations for office strategies to ensure optimum impact, scale and sustainability of achievements/results; synthesize qualitative and quantitative information and data to support the establishment of comprehensive and evidence-based information for support in developing annual work plans.
• Prepare and maintain office information and materials for office initiatives verifying accuracy and quality for dissemination, ensuring key organisational and partner events, priorities and deadlines are reflected and updated as required.
• Assist in managing the flow of information to the supervisor, in identifying and prioritizing matters that need to be urgently addressed by the supervisor and in proposing actions; analyze supporting documentation and summarize most relevant points for the supervisor; contribute to ensuring that appropriate action is taken by responsible teams on matters brought to the attention of the supervisor. 

Data management and reporting

• In close coordination with OED’s Planning Specialist, monitor and follow up on public disclosure process for internal audit reports KPI; maintain SharePoint matrix of IARs and transmissions of official communication from the Executive Director to the Office of Internal Audit and Investigations; support facilitation of relevant teams reviews of IAR and corresponding actions.
• Participate in the annual risk assessment exercise; follow-up and monitor the office risk mitigation action plan to confirm that the mitigation measures are in place and functioning.
• Any other duties and responsibilities assigned as required, including but not limited to maintaining confidentiality and handling sensitive information related to financial, legal, personnel, and institutional matters.

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

Minimum requirements:

• Education:  A first-level university degree (i.e. Bachelor’s degree or equivalent) in business or public administration, social science, economics, finance, accounting, auditing, or any other relevant field of discipline is required.
• Work Experience: A minimum of two (2) years of relevant professional work experience in administrative support, operations, financial and budget management, data management, internal control, ERM or any other related function is required. Prior experience working in coordination, planning, or in an executive office will be an asset. Experience in supporting the administration of financial disclosure and conflict of interest systems is an asset.

Skills and desirables : 

• Familiarity with UNICEF or UN financial, control, budgetary and risk policies and procedures and practices is an asset. 
• Good knowledge of standard office software and tools. Knowledge of ERM and eGRC, is an asset
• Excellent communication skills and interpersonal skills.
• A proven ability to act with discretion and diplomacy is essential for this function.
• Prior experience in front office set-up is considered a significant advantage.
• High standards of integrity, confidentiality and ethical behaviour are required.
• Proven ability to work effectively and efficiently as a team as well as ability to work in a multicultural environment and establish harmonious and effective working relationships, coping with pressure and setbacks, as well as responding and adapting to change.
• Strong analytical skills, drive for results, as well as planning and organizing skills, and an ability to conduct independent research and analysis.
• Proven attention to detail and ability to tactfully manage competing and urgent priorities.
• Ability to work proactively, following instructions, procedures and policies, and keeping schedules delivering work on time. Ability to handle stress and work effectively in a fast-paced environment
• Developing country work experience and/or familiarity with emergencies.
• Language Requirements:  Fluency in English is required. Knowledge of another UN language (Arabic, Chinese, French, Russian or Spanish) is considered an asset.

Source: https://jobs.unicef.org/en-us/job/573752/executive-officer-p2-office-of-the-executive-director-oed-new-york-usa

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