Executive Associate, G6, Office of Internal Audit & Investigations, New York, #10126

The Executive Associate is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor’s day-to day activities, as well as his/her section.

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.

For every child, a future

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. This position is based in UNICEF New York, Office of Internal Audit and Investigations - OIAI.  

This position is based in UNICEF New York, Office of Internal Audit and Investigations - OIAI.  

How can you make a difference?

Under the supervision of a head of office, the Executive Associate is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor's day-to day activities, as well as his/her section. Executive Associates also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Summary of key functions/accountabilities:

• Communications Support 
• Administrative Support
• Operations Support
• Budget Monitoring Support

COMMUNICATIONS SUPPORT:

• On behalf of Director, manage incoming and outgoing correspondence, e-mails and telephone calls and ensure critical communications are brought to the Directors attention in a timely manner.
• When appropriate, prepare draft responses to communications to the Director or respond on his or her behalf.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Coordinate and ensure adequate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
• Provide inputs and coordination of communications to OIAI staff on behalf of the Director.

ADMINISTRATIVE SUPPORT:

• Maintain the Director's calendar and arrange meetings as required with both internal and external parties.
• Organize official travel arrangements on behalf of the Director.
• Prepare briefing materials for all official trips and meetings to ensure the Director is adequately briefed and prepared.
• Prepare documentation for the Director's signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT:

• Supports capacity development and other office-wide activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

BUDGET MONITORING SUPPORT:

•  Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Provides support by collecting invoices and filing documents for approval and, thereafter processing in SAP.
• Uploads electronic files and verifies results to destination system.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of six years of relevant administrative or clerical work experience is required.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.  Must pass Global General Service Test (GGST)

For every Child, you demonstrate…

UNICEF’s Core Values:  Care, Respect, Integrity, Trust and Accountability; Our Core Competencies are Communication (II), Working with people (II) and Drive for Results (II). Functional Competencies: Analyzing (II), Learning and Researching (II), Planning and organizing (II) and Following Instructions and Procedures (II)

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:

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.