Executive Associate, Fixed-Term, Director’s Office, Office of Emergency Programmes (EMOPS), New York, G-6, #125078

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built, we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, Dedication 

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference? 

The Executive Associate is accountable for applying a broad range of administrative rules and procedures in providing administrative support, including but not limited to travel, documentation management and processing of director’s personnel-related needs, to the Director and Executive Manager. In addition, the EA supports the Director in managing correspondence, coordinating schedules, following up on deadlines as well as liaising with counterparts within UNICEF and with the external parties.

SUMMARY OF KEY FUNCTIONS/ACCOUNTABILITIES:

Administrative Support

Communications Support

Operations Support

Procurement Support

ADMINISTRATIVE SUPPORT:

• Maintain the Director’s calendar; coordinate and schedule appointments and arrange meetings; prioritize Directors participation in the most relevant meetings and events.
• Assemble and distribute documents for the meetings and events, arrange conference rooms, including virtual links for online conferencing, ensure access to and receive visitors.
• Maintain contact details of external partners – government/non-governmental agencies, national committees, NGOs, Inter-agency bodies, partners, staff, etc.
• Organize official travel on behalf of the Director and the Executive Manager. This includes but is not limited to requests for medical clearances, visas, security clearances, and creation and finalization of travel claims, propose and document itineraries, purchase airline tickets, plan and reserve accommodation; coordinate logistical arrangements with the organizers or offices and entities included in missions.
• Facilitate functioning of EMOPS by providing backup administrative support for the other Executive Associates in the Deputy Directors’ Office.

COMMUNICATION SUPPORT:

• Review and prioritize for Director’s attention incoming electronic and other correspondence.
• Manage all modes of video and phone calls and conferencing on Director’s behalf.
• Draft responses to inquiries on routine questions and provide information pertaining to the function and work of the division and the Director’s office.
• When needed, handle with discretion the communication with higher level managers and external parties on sensitive issues.
• Under direction of the Executive Manager, organize preparation of briefing materials for events, meetings of official trips.
• Follow up on established deadlines, ensure timely submissions of reports, correspondence, and other documents on Director’s and Executive Manager’s behalf.
• Maintain well-structured and easily accessible electronic files for archiving documentation relevant to the Director’s function and tasks.

 OPERATIONAL SUPPORT:

• Provide support to organization of events and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintain and update attendance records for staff in the Director’s office.
• Support management of administrative supplies, office equipment, and update of inventory for the Director’s office.
• Prepare documentation for the Director’s signature, review for accuracy.
• Set reminders/keep track of and ensure timely closure of requests for Director’s approval in electronic and other systems, related to human and financial resources.

PROCUREMENT SUPPORT:

Facilitate the processing of contracts for consultants and external partners that provide a service to the Director’s Office. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.

The Executive Associate is accountable for applying a broad range of administrative rules and procedures in providing administrative support to the Director and the Executive Manager. The EA represents the front office to the internal and external parties, and his/her actions and communication have a direct impact on the image and respectability of the Director’s Office. Efficiently initiating, monitoring and ensuring provision of such services allows the Director to focus on substantive work.

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 related to the field of work.

• Work Experience: A minimum of 6 years’ experience in budget monitoring, financial management, and administrative management is required with the secondary school (high school) diploma, or a Bachelors with 4 years; or Masters with 2 years related experience.
• Language Requirements: Fluency and excellent writing skills in in English is critical and required, and at least one other UN Language is an asset.

Skills:

• Organizational, planning and prioritizing skills and abilities.
• High sense of discretion, confidentiality, initiative and good judgment.
• Thorough understanding of UNICEF’s organizational structure and accountabilities, administrative policies and procedures.
• Ability to deal patiently and tactfully with people, to work within a team and to provide guidance to more junior support staff.
• Knowledge of UNICEF applications and systems, including MS Office Word, Excel, PowerPoint, other UNICEF software such as SharePoint and VISION.

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.

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.

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.

HQ specific requirements: visa residence requirements: i.e.: UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the general service category.

Candidates who have already submitted applications do not need to resubmit them. We will review all existing applications as part of the selection process.