Organization: UN Children's Fund
Country: Honduras
Closing date:
07 Jan 2020UNICEF 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 better future...
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 supervisor’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.
How can you make a difference?
You will provide support services to the Representative and Deputy Representative, this will include:
Timely, efficient and effective support to the Representative and Deputy Represenative, facilitating a smooth running of the Office including through the prioritization of conflicting agendas and interests.
Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects and contacts for special treatment as well as priority issues that need to be brought to the supervisor´s attentionAs appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlinesEstablishes internal tracking systems and procedures for correspondence and documentes; 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 inquiries; 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.Collects and prepares 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 on important developments upon their return.Support Representative and Deputy Representative on follow up of UNCT, CMT and other interagency and internal comitites.Effective acquisition and processing of information and data, to support decision making as required by supervisor.
Follow up and alert the Representative on office performance indicators (Dashboard, RAM, etc).Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.Establishes and maintains a record management system containing reference materials and confidential records as required.Prepares briefing materials for supervisor, including on sensitive matters, official trips or special meetings; drafts responses to written inquiries on a variety of routin and non-routine questions[ communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.New information system designed in order to classify, maintain, update and secure relevant information for the office.Appropriate management of senior staff agenda, particularly in terms of interaction with other senior stakeholders.
Coordinates the different agendas, supporting managers in the prioritization of activities in coordination with other sections and stakeholders.Serve as filter, as appropriate, to ensure an appropriate time management of senior staff.Works closely with team colleagues and provides support in achievement of work priorities and objectivesEstablishes a follow-up system of actions taken and reports to the supervisorEffective support in the management of confidential information and complex issues on sensitive matters.
Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the supervisor
Well managed and effective office operations, systems and procedures to facilitate team work and the work of the office.
Prepares correspondence for the supervisor´s signature, and may make informal translation into another official language as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule and events, rough notes, or verbal instructions, for supervisor´s approvalIdentification of efficiencies in processes within the office-Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor´s reference. Reviews these documentes for appropriate format and style in accordance with standard partices.Designs a system ensuring follow up of incoming and outgoing office correspondenceUndertakes any other duties assigned by the supervisor.To qualify as an advocate for every child you will have…
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.A minimum of6 yearsof relevant administrative or clerical work experience is requiredFluency in English and Spanish is required. Knowledge of another official UN language (Arabic, Chinese, French or Russian) or a local language is an asset.Skills Required:
Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.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 background.Ability to work under minimum supervision and under time constraints.Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.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 functional competencies required for this post are...
Analyzing (II)Applying Technical Expertise (II)Planning and organizing (II)Following instructions and procedures (II)View our competency framework at
http://www.unicef.org/about/employ/files/UNICEF_Competencies.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 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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
Remarks:
Only shortlisted candidates will be contacted and advance to the next stage of the selection process.
How to apply:UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization. To apply, click on the following link http://www.unicef.org/about/employ/?job=528566