Executive Officer, P-1, Office of the Secretary of the Executive Board (OSEB), New York

The UNICEF Office of the Secretary of the Executive Board (OSEB) is looking to hire an Executive Officer. OSEB is responsible for maintaining an effective relationship between the Executive Board (EB) and the UNICEF secretariat. Under the guidance of the President and the Executive Director, the Office services all aspects of the work of the Executive Board. The Executive Officer is responsible for supporting the coordination, management and planning activities in a systematic and organized manner; managing an effective system for incoming information, including correspondence, decision memos and other institutional documents that together constitute an important part of the OSEB’s archive; and lastly, drafting talking points, presentations, correspondence and other planning documents in support to the Secretary and the team.

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.

The UNICEF Office of the Secretary of the Executive Board (OSEB) is responsible for maintaining an effective relationship between the Executive Board (EB) and the UNICEF secretariat. Under the guidance of the President and the Executive Director, the Office services all aspects of the work of the Executive Board.

The Executive Officer is responsible for supporting the coordination, management and planning activities in a systematic and organized manner; managing an effective system for incoming information, including correspondence, decision memos and other institutional documents that together constitute an important part of the OSEB’s archive; and lastly, drafting talking points, presentations, correspondence and other planning documents in support to the Secretary and the team. The incumbent organizes and supports all relevant administrative and conference services and related duties during the Executive Board sessions and related meetings. He/She is also operations focal point : administrative services, personnel, asset management, temporary staff/consultants, travel of board members for field visits and budget matters.

How can you make a difference?

The Executive Officer gives support across three main functions of OSEB: priority setting and decision making, Board sessions and meetings, and office management. As such, some key responsibilities and tasks include:

• Assist in managing the flow of information to the director, in identifying priority matters that need to be urgently addressed by the director and in proposing actions; analyze supporting documentation and summarize most relevant points for the director; contribute to ensuring that appropriate action is taken by responsible section/division heads on matters brought to the attention of the director.
• Ensure that high-level visitors, board members, guest speakers are appropriately addressed, that they receive background information as necessary, and that protocol is respected. 
• Research EB related historic documentation such as session documents, reports of session, verbatim, audio/video recordings, and / or decisions adopted by the EB on specific issues. As needed, review the documentation available of other Agencies, Funds and Programmes Executive Boards for comparative purposes. Produce concise, accurate analysis on specific topics providing historical background, highlighting key issues, and developments over time.
• Organize the Executive Board sessions and other related meetings (pre-board briefings, inter-sessionals, informals, etc.) in the logistics/administrative areas that include tasks such as conference room booking,  draft entries for the UN journal and submit for publication, facilitating non-UN affiliated persons, NGO/IGO/Natcom groups and other invitees to the Board Sessions and meetings, among others.
• Support biennium budget preparation in accordance with the relevant instructions and rules/procedures governing the exercise.
• Daily monitoring on all aspects of budget performance and reporting on implementation, including processing payments, purchase orders, contracts and ensuring that these are paid on time,
• Manage the administrative needs of OSEB, such as equipment needs; consumable supplies; timely procurements; etc.
• Manage the personnel matters of OSEB, such as PER, JDs, processing of SSAs/contracts, staff training assessment/staff training focal point, on boarding and off boarding of staff/temporary staff, home leave travel and other relevant HR matters that affect staff/temporary staff
• Handle official visitors; schedule official meetings and other events, including agenda, venue and documentation for such meetings/events, as required;
• Make all official travel arrangements and final travel claim settlements (including those related to Board members’ field visits) following the internal procedures and policies.

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

• A university degree is required in International Relations, Political Science, Public Administration, or another relevant technical field.
• A minimum of one year of relevant professional work experience in external relations, public affairs or international development cooperation, preferably within the UN, or in a government institution, NGO.
• Prior experience of working in coordination, planning, protocol, or in an executive office will be an asset.
• Fluency in English, and knowledge of Spanish or French are required.

Professional Skills:

• Proven drafting and editing skills
• Excellent communication skills
• Experience in protocol
• A proven ability to act with discretion and diplomacy is essential for this function.
• High standards of integrity and confidentiality.
• Proven ability to work effectively and efficiently as a team, coping with pressure and setbacks, as well as responding and adapting to change.
• Strong analytical skills, drive for results, as well as planning and organizing skills.
• Demonstrated ability to work in a multicultural environment and establish harmonious and effective working relationships.
• Ability to work proactively and with minimal supervision, following instructions, procedures and policies, and keeps to schedules delivering work on time.
• Excellent time management skills to deal with conflicting and urgent priorities.
• Good knowledge of standard office software and tools.
• Determine appropriate protocol in dealing with Board delegations, other participants and UN system colleagues, and determine how to “act” (not just react) in different situations, exercising full tact and knowledge of the circumstances involved.
• Determine the appropriate response in dealing with unexpected problems which may arise during high pressure peak periods; uses courtesy, professional judgement, and respect to clients in answering queries or referring them elsewhere.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

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.

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:

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.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.