Executive Officer – P2  

Under the general guidance of the Deputy Chief of Staff, Office of the Executive Director (OED) and direct supervision of the Planning Specialist (P-3), the role plays a significant support role and assures the planning and implementation of OED workplan activities; manages the best use of UNICEF resources in an effective system and in alignment with office priorities and goals to deliver results for children.
2024-07-12T13:00:00Z
Operationstendersglobal.netAdministration
573752
 

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job ? it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Hope

Under the general guidance of the Deputy Chief of Staff, Office of the Executive Director (OED) and direct supervision of the Planning Specialist (P-3), the role plays a strategic support role and assures the planning and implementation of OED workplan activities; manages the best use of UNICEF resources in an effective system and in alignment with office priorities and goals to deliver results for children.

The function also provides substantive supportive role to higher level professionals in OED and is focused on providing research, analysis and recommendations on a broad range of matters such as budget management, internal controls, risk and data management, financial disclosure, and support to proper conduct and business strategies. This function strengthens the OED capacity in the performance of a key enabler role through managing and ensuring efficient coordination. This function requires adaptability, effective communication, and the ability to collaborate across teams and drive cross-business initiatives. The function 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 substantively to organization-wide strategies, it is also considered as opportunity to acquire professional expertise, organizational knowledge and exposure for further career advancement.

How can you make a difference? 

The Executive Officer provides substantive supportive role to higher level professionals in OED and is focused on providing research, analysis and recommendations on a broad range of matters such as budget management, internal controls, risk and data management,
financial disclosure, and support to proper conduct and business strategies.

The incumbent is accountable for the delivery of efficient administration support to OED and teams across OED, and is responsible for supporting workplanning, office management and coordination in a highly organized manner. Collaboration across OED teams is key and this role involves bridging communication gaps, handling multiple projects, and providing clarity, managing an effective system, including but not limited to business continuity plan and other institutional documents that together constitute an important part of the organisation’s archive. Ultimately, the role participates in drafting the workplans and other planning documents pertaining to the goals of the team.

The Executive Officer strengthens the OED capacity in the performance of a key enabler role through managing and ensuring efficient coordination. This function 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 substantively to organization-wide strategies, it is also considered as 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 provision of guidance and support, and 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 the 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 the office management plans and monitor annual workplan priorities and activities, and identify issues needing attention of the senior management to ensure achievement of office goals.
• Assume functional focal point role in budget management and prepare short- and longterm 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 the 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 the office management in formulating, testing and maintaining the business continuity and contingency plan. 

Support to 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 of the Executive Director to the Office of the 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 of 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 is 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 keeps to schedules delivering work on time. Ability to handle stress and work effectively in a fastpaced environment
  • Developing country work experience and/or familiarity with emergency.
• Language Requirements: Fluency in English is required. Knowledge of another UN language (Arabic, Chinese, French, Russian or Spanish) is considered as an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are?

• Builds and maintains partnerships
• Demonstrates self-awareness and ethical awareness
• Drive to achieve results for impact
• Innovates and embraces change
• Manages ambiguity and complexity
• Thinks and acts strategically
• Works collaboratively with others 

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority, and discrimination. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

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