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Executive Associate (GS-6), Fixed-Term, #00104603, Djibouti

Djibouti (Djibouti)

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Djibouti (Djibouti)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-12-17

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The Executive Associate is responsible to ensure support and smooth running of the Office of the Representative. This involves management of information and coordination. 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.

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, hope

I. Organizational context:

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.

How you can make a difference?

The Executive Associate is responsible to ensure support and smooth running of the Office of the Representative. This involves management of information and coordination.  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.

KEY ACCOUNTABILITIES and DUTIES & TASKS 

Under the close supervision and guidance of the supervisor, within the delegated authority and the given organizational set-up, the incumbent may be accountable for all or assigned areas of the following major duties and end results.

  1. Administrative, executive assistance and secretarial support services to the Executive to facilitate smooth running of the Office and effective processing of information and data.
  2. Professional image projected through in-person and telephone interaction.  Discretion exercised with confidential information and complex sensitive subject matter.
  3. Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives
  4. Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office.
  5. Coordinate support for the implementation of HACT related activities is provide
  6. Recommendations resulting from HACT conducted activities are monitored.

Key accountabilities and duties & taxes :

1. Administrative, executive assistance and secretarial support services to the Executive Associate to facilitate smooth running of the 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. 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. Distribute meeting reports and information and ensure follows-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 prepare briefing materials for supervisor concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations.  Ensure offices are informed of travel arrangements and requirements.  Brief supervisor of important developments upon their return. 

2. Professional image projected through in-person and telephone interaction.  Discretion exercised with confidential information and complex sensitive subject matter.

  • 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 on-routine questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.
  1. 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 first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval
  • Communicates sensitive information to senior level managers and coordinate 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 undertake 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.

  • 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.
  • Undertakes any other duties assigned by the supervisor.

5. Coordinate support for the implementation of HACT related activities is provided

  • Arrange meetings of the HACT committee
  • Share HACT assurance plans and ensure that planned activities are integrated in monthly sectorial plans
  • Consolidate minutes of meetings and follow up on the implementation of the status and activities
  • Establishes follow-up system of taken and reports to the supervisor.

6. Recommendations resulting from HACT conducted activities are monitored.

  • Compile and archive reports
  • Consolidate feedback received from recommendations resulting from conducted activities
  • Share relevant documentations with all stakeholders involved.
  • Establishes follow up system of actions taken and reports to the supervisor.

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

Education: Completion of Secondary School Education. High School Diploma, and business courses or other relevant disciplines. Must pass the UN clerical test in English

Experience: 6 years of experience in accounting, financial or budget work, including on the job training in accounting and financial procedures and systems. Knowledge and skills in using corporate financial systems as well as standard office computer applications.

Others skills:

  • IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.
  • Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to 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

Language requirements: Fluency in English and French is required.

For every child, you demonstrate...

UNICEF’s core values of Care, Respect, Integrity, Trust, Accountability and core competencies in Communication, Working with People and Drive for Results.

The competencies required for this post are:

Analyzing

Applying technical expertise

Following Instructions and Procedures

Planning and Organizing

Relating and Networking

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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