For every child, participation

How can you make a difference?

Under the supervision of a head of office, the 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 Representative’s and Deputy Representative´s day-to day activities, as well as his/her section. Executive Associates also represent the supervisor in initiating, following up on and resolving issues pertaining to
administrative requests. This is a normal office-based post.

Key functions, accountabilities and related duties/tasks:
• Communications Support
• Administrative Support
• Operations Support
• Budget Monitoring Support

COMMUNICATIONS SUPPORT:
• On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensure timely submissions by staff of reports, correspondence and other documents.
• Coordinate work with the Deputy Representative or Officer in Charge, in absence of the Representative.
• Drafts and edits correspondence for the Representative´s and Deputy Representative´s signature. Check for completeness and conformity with organizational norms.
• Prepares informal or short translations and acts as interpreter when required.
• In charge of protocol matters which include arranging meetings with high-ranking officials’ receptions given by the head of office. Ensures that supervisor is duly briefed on issues for discussions.
• Participates in the organization and preparation of staff meetings or special meetings, including Country Management Team (CMT) and Joint Consultative Committee (JCC), and takes minutes and/or notes of issues and agreements.
• Prepares weekly calendar of activities of Office of the Rep and socializes it with CO teams.

ADMINISTRATIVE SUPPORT:
• Maintain the Representative´s and Deputy Representative´s calendars computerized and arrange appointments, meetings, including taking responsibility for finalization of the meeting agenda, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follow-up on required actions.
• Receives high-ranking visitors, places and screens telephone calls and answers queries with discretion.
• Organize official travel on behalf of Representative and Deputy Representative.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
• Monitor and alert the Representative on office performance indicators (Dashboard, RAM, etc.), and helps prepare notes for follow up discussion in relevant meetings.
• Prepare Office Travel Plans for Domestic and International travel.
• Establishes and maintains communication channels with the different government institutions and private organizations, at top level, to support and strengthen Representative´s and Deputy Representative´s Office external relations, and to allow work flows smoothly. Is acquainted of main political issues and briefs supervisor on these when necessary.
• Institutional communication: receives, screens, logs and routes communication digital and physical, attaches necessary background information and maintains follow-up system. Use judgment in handling and organizing others to handle urgent and important mail in absence of Representative or Deputy Representative.
• Dispatches diplomatic pouch, when necessary.
• Keeps updated list of names, addresses and telephone numbers of ministers, government officials, private organizations, Civil Society Organizations (CSOs), e.g., churches, universities, media, and members of the diplomatic corps.
• Provides general guidance to other programme associates, according to the UNICEF relevant norms, style.
• Maintains policy, confidential and general management files.
• Establishes and maintains communication channels with other UNICEF offices, NYHQ, Hubs and Regional Office, and performs any other duties as required.
• In coordination with Deputy Representative and other programme managers, participate in all administrative arrangements for meetings, such special events, workshops, seminars and special visitors by coordinating transportation, hotel accommodation, conference room reservation, background documents, and audio-visual equipment as required.
• Support activities and conferences by making the travel and logistical arrangements, through engaging with facilitators, governments, partners, country offices, caterers, and host for the Representative and performs liaison duties with other units and senior executive associates of other UN Agencies and Country Officess.

OPERATIONS SUPPORT:
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.
• In coordination with Representative and Administrative section, follow-up Senior Driver tasks in order to guarantee efficient driver support to Representation.
• Provide quality assurance for contracts, Memorandum of Understandings (MoUs), letter, etc., before the Representative or Deputy Representative´s approval.

BUDGET MONITORING SUPPORT:
• Monitors incoming grants and alerts Representative or Deputy Representative and programme managers as well as the Budget and Planning associate for the allocation of funds.
• Supports the office as Partnership Review Committee (PRC) Secretary when necessary.

If you would like to know more about this position, please review the complete Job Description here:  Classified Job Descriptions – Executive Associate.pdf

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

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses/degree related to the field of work.
• Experience: A minimum of six years of relevant administrative or clerical work experience is required.
  Experience organizing events at high levels.
  Dealing with confidential matters and politically sensitive issues.
• Language Requirements: Fluency in Spanish and English are required. Knowledge of another official UN language (Arabic, Chinese, French, Russian) or a local language is an asset.
• Skills:
  • Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; platforms, knowledge of integrated management information systems required.
  • Thorough knowledge of UNICEF’s organizational structure, administrative policies and procedures.
  • Organizational, planning and prioritizing skills and abilities.
  • Ability to deal patiently and tactfully with visitors.
  • High sense of confidentiality, initiative and good judgment.
  • Ability to work effectively with people of different national and cultural backgrounds, and from different organizations.
  • Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
  • Excellent public relation skills management.

Desirables:

• Previous experience working with Senior Officials is highly desirable, preferably with hands-on experience in a Front/Executive Office.
• Previous experience in the UN systems, desirable.
• Developing country work experience and/or familiarity with emergency.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

The UNICEF competencies required for this post are…

(1) Builds and maintains partnerships

(2) Demonstrates self-awareness and ethical awareness

(3) Drive to achieve results for impact

(4) Innovates and embraces change

(5) Manages ambiguity and complexity

(6) Thinks and acts strategically

(7) Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of measures to include a more diverse workforce, such as paid parental leave, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 is committed to promoting the protection and safeguarding of all children. All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. 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.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female and male are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

In this role, you will collaborate with colleagues across multiple locations. For effective collaboration, we encourage flexible working hours that accommodate different time zones while prioritizing staff wellbeing.

UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.