Job Summary:

Under the overall supervision of the Deputy Executive Director, Partnerships, and direct supervision of the Executive Manager, the Senior 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 DED’s day-to day activities, as well as his/her front office. The Senior Executive Associate also represents the supervisor in initiating, following up on and resolving issues pertaining to administrative requests. The post is a key interface with a broad range of contacts including high ranking officials, both within and outside of the organization. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.

Responsibilities: 

The Senior Executive Associate is responsible for providing following duties:

• Provide executive and administrative assistance to the Office of the Deputy Executive Director to ensure smooth running of the office and effective processing of information and data.
• Assist with the immediate office operations with respect to communications, meetings, time management and workflow, efficient planning with regard to priority issues.
• Provide information and guidance to staff at all levels within the organization to ensure understanding of deadlines.
• Arrange appointments and maintain Deputy Executive Director’s Calendar. Receive visitors and answer telephone calls and queries.
• Organize high-level meetings including taking responsibility for timely finalization and distribution of meeting agenda, invitations and background documentation. Distribute meetings reports and information and ensure follow-up on required actions.
• Establish and maintain internal tracking systems and procedures for electronic and hardcopy correspondence and documents.
• Undertake travel arrangements for the DED and Executive Manager, including arranging itineraries, visa and hotel reservations.
• Initiate and contribute to effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives.
• Contribute to well-managed and effective office operations, systems and procedures that facilitate team work and the overall work of the offices.
• Initiate long-term planning and anticipate needs and deadlines for the overall running of the DED’s office

Qualifications:

• Prior experience in providing administrative support to a senior executive is considered an asset.
• Ability to meet tight deadlines through excellent time management, organization and multi-tasking skills.
• Strong planning and coordination skills.
• Proven ability to work on a team.
• Ability to work in a fast-paced environment.
• Stress resilience under pressure
• High sense of confidentiality, initiative, and good judgment.
• Knowledge of UNICEF and United Nations organizational structure is considered an asset.
• Thorough knowledge of UNICEF’s organizational structure, administrative policies and procedures is an asset.

Minimum requirements:

• Completion of secondary education is required, preferably supplemented by technical courses related to the field of work.
• A minimum of six (6) years of relevant administrative, coordination and clerical experience is required. Two years of expereince may be substituted with completed bachelor lever or advanced level (master’s) degree.
• Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Level of Education: High School

Work Hours: 8

Experience in Months: 72