Executive Associate

The Europe and Central Asia Regional Office (ECR), based in Geneva, is responsible for the effective management, coordination and oversight of UNOPS operations across the region. The ECR region spans the Western Balkans, Ukraine and Eastern Europe, Central Asia, South Caucasus, and Türkiye, where UNOPS works with partners to achieve sustainable impact in health, education, environmental management, housing, rule of law, good governance, economic development, and social inclusion. With a wealth of experience in procurement, infrastructure, project and grant management, UNOPS in the region directly implements projects, provides technical advisory services and capacity building to advance the Sustainable Development Goals in support of national governments.

The UNOPS Ukraine and Eastern Europe MCO (UEMCO) operates in Ukraine, Moldova, and Poland, supporting urgent humanitarian needs while building pathways for recovery and development. In Ukraine, UEMCO delivers large-scale infrastructure, energy, housing, education, and mine action projects in partnership with UN agencies, international financial institutions, the European Union, and bilateral donors. Its agile portfolio responds to fast-evolving needs with strong procurement and implementation capacity. In Moldova, UEMCO supports justice sector reform and is exploring opportunities to expand its role across public sector modernization and infrastructure. In Poland, UEMCO works with government and private sector actors to strengthen ties with UN procurement and contribute to Ukraine’s recovery, leveraging Poland’s EU experience to support Ukraine’s future accession and integration.

Under the guidance and supervision of the MCO Director, the Executive Associate ensures the effective and efficient functioning of the Management Office. Handle sensitive, confidential and privileged management information with the highest degree of discretion, judgement and integrity, including information relating to personnel, management decisions and external engagements. 

The Executive Associate works closely with UNOPS personnel, the Office Leadership and Management Team, UN agencies, senior government officials and other partners to ensure the efficient flow of information, implementation of instructions and coordination of agendas and actions.

Please note that, due to system requirements, the contract for this position will be issued under the title Administration Associate.

The Executive Associate provides comprehensive executive, administrative, communication, protocol and coordination support to the MCO Director. The role enables the Management Office to operate efficiently, ensures timely follow-up on decisions and commitments, and supports strong relationships with internal and external stakeholders. Accurate analysis and presentation of information strengthen office capacity and promote UNOPS as an effective service provider and contributor to Ukraine’s recovery and development. The incumbent’s initiative is essential to achieving results and ensuring timely delivery.

1. Effective and efficient functioning of the Management Office

• Support the MCO Director with administrative tasks related to the management of UEMCO, promoting professionalism, teamwork and exemplary standards of conduct.

• Manage the Management Office’s schedules and calendars efficiently and discreetly, and organize official meetings in accordance with applicable protocol.

• Organize regular and adhoc meetings; prepare agendas, minutes and action summaries; monitor progress on planned issues; and follow up with focal points.

• Coordinate and organize visits by high-level UNOPS, UN and partner-organization officials.

• In cooperation with the administration team, support special corporate events such as luncheons, receptions and dinners for representatives of international missions, governments, UN agencies, governmental and non-governmental organizations and other partners.

• Help establish and maintain effective networks and information exchange with internal and external partners.

• Organize and maintain effective communication systems for the Management Office and the wider office, covering internal interlocutors and external partners.

• Ensure that the Management Office and office personnel follow appropriate protocol and correspondence guidelines when communicating with government and other external partners.

• Serve as the protocol and liaison focal point between UNOPS Ukraine and the UN Resident Coordinator’s Office in Ukraine.

• Exercise sound judgement in managing access to the MCO Director, prioritising and filtering requests, information and correspondence, redirecting matters where appropriate, and ensuring that issues requiring the Director's attention are brought forward in a timely and appropriately prepared manner. 

• Undertake designated transactional roles in the OneUNOPS system, when required.

2. Effective communications and administrative support

• Anticipate the MCO Director's information, scheduling, briefing and follow-up requirements, proactively identifying upcoming priorities, potential conflicts, outstanding commitments and matters requiring management attention. 

• Initiate, maintain and manage written and verbal communications on behalf of the Management Office; clear outgoing correspondence for the MCO Director’s signature; and obtain pre-clearances and further action from other personnel when required.

• In agreement with the MCO Director, initiate and coordinate information flow within the office and disseminate information to personnel as required.

• Facilitate information sharing across all divisions of UEMCO.

• Maintain an effective system for tracking decisions, commitments and actions arising from the MCO Director's engagements, proactively following up with responsible personnel and escalating delays or unresolved matters where appropriate. 

• Prepare routine correspondence, interoffice circulars, briefing notes, documents, reports and meeting minutes, and provide translations when required.

• Prepare slides and tables, ensuring appropriate style and accuracy of information, as requested by the MCO Director and/or Management Office.

• In cooperation with the administration team, manage official missions, representation schedules and related travel arrangements for the Management Team.

• Prepare high-quality briefing materials for the MCO Director’s appointments, meetings and missions.

• Recommend changes to priorities and appointments, resolve scheduling conflicts and help streamline procedures between the MCO Director’s office and subordinate divisions.

• Provide other related administrative, logistical, protocol and secretarial services to the MCO Director.

3. Stakeholder collaboration and relationship management

• Support the Management Office in maintaining relationships with key stakeholders and, as requested by the MCO Director, facilitate or initiate contact in support of UEMCO's strategic objectives. 

• Develop and maintain effective communication with counterparts in other UN agencies in Ukraine.

• Interact with the UN Resident Coordinator’s Office and prepare talking points for meetings between the Resident Coordinator and the UEMCO Management Team.

• Where applicable, provide support and advice and maintain communication and liaison with the Ministry of Foreign Affairs of Ukraine on protocol matters.

• Draft agendas for official meetings and events in coordination with the Ministry of Foreign Affairs and other ministries involved in UNOPS programme activities.

• Prepare background documents for high-level officials of the Government of Ukraine.

4. Knowledge building and knowledge sharing

• Support the MCO Director in delivering corporate UNOPS initiatives across the country team and within the ECR context, with a view to meeting corporate objectives and implementing organizational policies and priorities.

• Contribute to knowledge networks and communities of practice.

• Contribute advice and recommendations to the development and positioning of UNOPS in Ukraine.

Required

• Secondary school (or equivalent) with 6 years of relevant experience OR

• A bachelor’s degree, preferably in Business Administration, Public Administration, or a related field, may be accepted and may reduce some of the required years of experience.

Required

• A minimum of 6 years of relevant experience (or less depending on academic credentials)  in executive support, office administration, coordination or a related field is required.

Desired

• Experience in public relations and communication with senior officials and representatives of diplomatic missions and non-governmental organizations is desirable.
• Knowledge of UN rules and regulations and familiarity with government institutions, NGOs, UN agencies, embassies and other relevant offices is desirable.

• UNOPS does not accept unsolicited resumes. 
• UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered. 
• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the selection process, which may include various assessments. 
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of a wide range of nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. We strive to sustain and strengthen this diversity, fostering an inclusive working environment where all personnel are treated with respect and have equal access to opportunities.
• UNOPS evaluates all applications based on the skills, qualifications and experience outlined in the vacancy announcement. We are committed to a fair and transparent selection process and welcome diverse perspectives, including those of women, indigenous and racialized communities, individuals of diverse gender identities and sexual orientations, and persons with disabilities.
• We are committed to enabling all candidates to perform at their best during the assessment process. If you are shortlisted and require support or reasonable accommodation to complete any assessment, please inform our human resources team upon receiving your invitation.
• UNOPS has zero tolerance for sexual exploitation and abuse (SEA), sexual harassment, and other forms of abusive conduct, including discrimination, abuse of authority, and harassment. To uphold these standards, background checks are conducted for all final candidates to help ensure that individuals with a history of such conduct are not hired. By applying for a position with UNOPS, candidates acknowledge and consent to these verification processes.
  

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post. 
• For retainer contracts, you must complete a few mandatory courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here. 
• For more details about the contract types, please click here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda. 
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.