Executive Assistant, (G-5), Division of Human Resources, UNICEF #117439, [Temp Appointment, 364 days] Outposted to Budapest, Hungary

UNICEF is a leading humanitarian and development agency working globally for the rights of every child. Child rights begin with safe shelter, nutrition, protection from disaster and conflict and traverse the life cycle: pre-natal care for healthy births, clean water and sanitation, health care and education. UNICEF has spent nearly 70 years working to improve the lives of children and their families. Working with and for children through adolescence and into adulthood requires a global presence whose goal is to produce results and monitor their effects. UNICEF also lobbies and partners with leaders, thinkers and policy makers to help all children realize their rights—especially the most disadvantaged. The Executive Assistant will report to the Deputy Director, Division of HR based in Budapest, and is accountable for procedural communications, operations, administrative support services to enhance the smooth running of the day-to-day activities. S/He will work in close coordination with the Director’s office in New York and with the Executive Associate to operate as one team, to ensure smooth operations for the functioning of the Directorate both in Budapest and in New York.

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 fair chance  

The Executive Assistant will report to the Deputy Director, Division of HR based in Budapest, and is accountable for procedural communications, operations, administrative support services to enhance the smooth running of the day-to-day activities. S/He will work in close coordination with the Director’s office in New York and with the Executive Associate in New York to operate as one team, to ensure smooth operations for the functioning of the Directorate both in Budapest and in New York.

How can you make a difference?

Administrative support:

• Manage and schedule appointments and maintain/coordinate the calendar of the Deputy Director as well as other DHR Directors as needed.
• Draft responses to routine queries. Coordinates responses to sensitive matters.
• Make meeting arrangements, collect agenda, take minutes, prepare briefing notes and prepare presentations. Follow up on established deadlines and ensuring timely submissions of reports, correspondence and other documents.
• Make travel arrangements, screen calls and communicate sensitive information to higher level managers. Coordinate and ensure adequate responses to sensitive queries.
• Communicates sensitive information to staff.
• Perform appropriate coordination/liaison with various sections within DHR, with other Divisions, the global HR community, other UN agencies, and partners.
• Ensure quality assurance in correspondence requiring the signature of the Deputy Director and other Directors as needed. Ensure accuracy of information.

Operations Support: 

• Assist in procurement activities (VISION-related tasks), invoice processing, etc. upon request.
• Supports management of administrative supplies and office equipment.
• Manage logistics of office events.
• Help with documentation, in-house notification, website updates, SharePoint site maintenance, etc.
• Propose innovative ideas for continuous improvements.
• Act as a back up to the Executive Associate based in New York HQ.

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

• Completion of secondary education. University-level courses are desirable.
• A minimum of 5 years of progressively responsible human resources, administrative or clerical work experience required.
• Experience with other international organization in a similar capacity is desirable. 
• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Good knowledge of UNICEF administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• Ability to work in a team environment to achieve common goals.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

For every Child, you demonstrate...

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

The UNICEF competencies required for this post are...

• Demonstrates Self Awareness and Ethical Awareness (1)
• Works Collaboratively with others (1)
• Builds and Maintains Partnerships (1)
• Innovates and Embraces Change (1)
• Thinks and Acts Strategically (1)
• Drive to achieve impactful results (1)
• Manages ambiguity and complexity (1)

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

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