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  • Organization: UNICEF - United Nations Children’s Fund
  • Location: New York City
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Emergency Aid and Response
  • Closing Date: 2019-07-23

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Executive Associate, (G-6), Temporary Appointment, EMOPS, New York, USA #110792 (523747, 7 months)

New York City (United States of America)

Under the supervision of the Executive Manager (P4) and the Divisional Director, the Executive Associate (EA) is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the Director’s day-to day activities, as well as his/her office. The Executive Associate also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. In addition to the Director, the Executive Associate will also support other staff in the Director’s office as needed.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a Chance.

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Purpose of the Assignment:

Under the supervision of the Executive Manager (P4) and the Divisional  Director, the Executive Associate (EA) is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the Director’s day-to day activities, as well as his/her office. The Executive Associate also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. In addition to the Director, the Executive Associate will also support other staff in the Director’s office as needed.

The Executive Associate is accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the Director and other staff in the Director’s office. The EA represents the front office to the internal and external parties, and his/her actions and communication have a direct impact on the image and respectability of the Director’s Office,  In addition, the Executive Associate represent the Director in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with counterparts within UNICEF and partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the Director to focus on substantive core work.

SUMMARY OF KEY FUNCTIONS/ACCOUNTABILITIES:

COMMUNICATIONS SUPPORT:

  • On behalf of the Director, manage incoming and outgoing correspondence, e-mails and other electronic correspondence, memos, letters and telephone calls. Answer queries with discretion. 
  • Communicate sensitive information.
  • Provide routine information pertaining to the work of the division and the Director’s office.
  • Draft responses to written inquiries on routine questions.
  • Coordinate responses to sensitive inquiries.
  • Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.

ADMINISTRATIVE SUPPORT:

  • Maintain the Director’s calendar. Schedule appointments and arrange meetings, both internal and external officials. Research, assemble and distribute pertinent documents, arrange conference rooms and receive visitors. Maintain contact details of external partners – government/non-governmental agencies, national committees, UN staff, etc. 
  • Organize official travel on behalf of the Director and other staff in the Director’s office. This includes requests for medical clearances, visas, security clearances, and creation and finalization of travel claims, propose itineraries, purchase airline tickets, plan and reserve accommodation etc.  
  • Prepare briefing materials for official trips and meetings of the Director.
  • Prepare documentation for the Director’s signature reviewing for style, factual and grammatical accuracy.
  • Maintain general electronic files for the Director.
  • Facilitate functioning of EMOPS by providing backup administrative support for the other Executive Associates in the Deputy Directors’ Office. 

OPERATIONS SUPPORT:

  • Provide support to organization of meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Maintain and update a system which monitors the absence of staff in the Director’s office.
  • Support management of administrative supplies, office equipment, and updating the inventory of items for the Director’s office.
  • Ensure that Director’s approval in electronic and other systems, related to human and financial resources (e.g. approval of contract extensions, separation, appointments, separations, leave of absence, flexible time arrangements, delegation, budget, payments, etc.) are processed by issuing alerts and reminders and keeping track of deadlines and finalization.

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

  • Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. 

  • Experience: A minimum of six years of relevant administrative or clerical work experience is required. Post requires initiative, mature judgment, diplomacy, tact, and excellent public relations skills.

  • Language: Fluency in English is required. Knowledge of another UN language is considered an asset.

  • Skills:
    • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
    • Thorough knowledge of UNICEF’s organizational structure, administrative policies and procedures.
    • Organizational, planning and prioritizing skills and abilities.
    • Ability to deal patiently and tactfully with visitors.
    • High sense of discretion, tact, confidentiality, initiative and good judgment.
    • Ability to work effectively with people of different national and cultural background.
    • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
  • Passing the GGST Exam (Global General Service Test) or UN ASAT in English is required.
  •  
    Non-US candidates must be in possession of an existing US G4 visa or be a US permanent resident/citizen.

For every Child, you demonstrate…

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

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 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:

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

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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