Senior Executive Associate, GS7, Fixed Term, MENA Regional Office, Amman , #14478

UNICEF Regional Office, Jordan is looking for a Senior Executive Associate to provide executive administrative and secretarial support services to the Regional Director.

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential – to the benefit of a better world.

Purpose for the job:

This position reports directly to the Executive Manager in the office of Regional Director, MENA, a senior executive of the Organization responsible for the oversight of UNICEF’s Representatives of 16 Country Offices / Are Offices, and the management of the RO in the Middle East and North Africa. The role of this post is to provide executive administrative and secretarial support services to the Regional Director.

The Sr. Executive Associate is responsible to ensure the smooth running of the Office. This involves management of information and coordination of matters within a substantive team. The post is a key interface with a broad range of contacts including high ranking officials, both within and outside the Organization. The post prioritizes tasks and organizes work independently based on general direction from the supervisor. Given the high demand of the position, it requires flexible working hours. It is also important that the incumbent of this post demonstrates maturity and discretion, as he/she will be dealing with highly sensitive matters.

How can you make a difference:

1. Administrative, executive assistance and secretarial support services to the Regional Director to facilitate smooth running of his/her Office and effective processing of information and data.

• Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention.
• Ensures that all logistics are taken care of when it comes to organizing meetings and travels for the Regional Director.
• As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.
• Establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the supervisor.
• Arranges appointments and maintains supervisor’s calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes high level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distributes meeting reports and information and ensures follow up on required actions.
• Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents: receives, screens and registers correspondence and documents.
• Collects and prepares briefing materials for supervisor concerning official trips or special meetings. Undertakes travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Briefs supervisor of important developments upon their return. Keeps records of relevant travel related documents for audit and other purposes.

2. Professional image projected through in person, telephone and correspondence interaction. Discretion exercised with confidential information and complex Sensitive subject matters.

• Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.
• Establishes and maintains a records management system containing reference materials and confidential records as required.
• Prepares briefing materials for supervisor concerning official trips or special meetings; drafts responses to written inquiries on a variety of routine and nonroutine questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.

3. Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives

• Prepares correspondence for the supervisor’s signature, and may make informal translations into another official language as required. Draft non- substantive correspondence based on firsthand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.
• Communicates sensitive information to senior level managers and coordinates responses to sensitive inquiries on behalf of the supervisor.
• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference.
• Reviews these documents for appropriate format and style, in accordance with standard practices.
• Selects and makes pertinent abstracts and undertakes searches for information as directed.

 4. Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office of the RD.

• May supervise clerical and support staff, and coordinate the secretarial service of the office.
• Verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.
• Works closely with team colleagues and provides support in achievement of work priorities and objectives.
• Establishes follow up system of actions taken and reports to the supervisor.
• Works under the supervision of the Executive Manager to ensure that the Office of the RD operates in a smooth and efficient manner
• Supervises the Senior Driver

5. Performs any other duties and responsibilities assigned as required

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

Education: Completion of Secondary Education. Completion of Bachelor Degree and/or other business courses or other relevant disciplines are desirable

Experience:

• 7 years of secretarial experience, some of which at a senior secretarial level is required.
• Demonstrated office support work experience, including, organizing and supervising the entire range of office support and administrative activities is required. Experience in creating a filing system is required.
• Ability to extract and format data and solve operational problems.
• Ability to organize own and others work, set priorities and meet deadlines.
• Ability to organize meetings and events.
• Ability to handle work quickly and accurately under time constraints Knowledge of modern office procedure.
• Ability to work with minimum of supervision.
• Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive email, and maintain electronic filing systems.
• Working knowledge of UNICEF SAP/HR desirable.

Language Requirements: Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate…

Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified candidates from all backgrounds to apply.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles

Remarks:

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

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.