Temporary Appointment: Senior Executive Associate, GS6, Port Moresby, Papua New Guinea #123003

UNICEF Papua New Guinea is recruiting a national professional for the post of Senior Executive Associate GS6 general service level on Temporary Appointment only. This position reports to the Country Representative with responsibility for the management and coordination of work for a broad segment of the Organization (i.e. major program, sector, or office). The role of this post is to provide administrative and secretarial support services to the senior executive. Only nationals of PNG to apply.

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive, and fulfill their potential – to the benefit of a better world. 

For every child, EQUALITY

With over 850 indigenous languages and one of the most ethnically diverse populations, widespread poverty, and gender inequality make it hard for many children to realize their rights. In Papua New Guinea (PNG), UNICEF’s works effectively both ‘upstream’ (with governments) and ‘downstream’ (at the grassroots level) to carry out its mission through a programme of cooperation jointly developed with the government guides our work in the country.

How can you make a difference? 

The Senior Executive Associate is responsible to ensure the smooth running of the Front Office. This involves management of information and coordination of matters within a substantive team.  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.

Summary of key functions/accountabilities:

• Administrative, executive assistance and secretarial support services provided to the Sr. Executive to facilitate smooth running of the Office and effective processing of information and data.
• Professional image projected through in-person and telephone interaction.  Discretion exercised with confidential information and complex sensitive subject matter.
• Knowledgeable delivery of quality services contributing to achievement of work objectives.
• Well managed and effective office operations, systems and procedures facilitate team work and the work of the office.

 Key Accountabilities and Duties & Tasks 

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 Sr. Executive 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 workflow; 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 non-routine questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.

3. 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 other official languages 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.

As a champion for every child, you will have… 

• Completion of secondary education, 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.
• Excellent oral and written communication skills.
• Experience working for a Senior Executive or CEO in an international organization (preferred).
• Fluency in English and local language of the duty station.

For every Child, you demonstrate… our core values of Commitment, Respect, Integrity, Trust and Accountability.

View our competency framework at https://www.unicef.org/careers/media/1041/file/UNICEF%27s_Competency_Framework.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.

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.

UNICEF does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training).

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