Senior Executive Associate GS-7, Fixed Term (11951), Amman- Jordan (Open to Jordanians nationals Only)
Closing date: 03 Apr 2018
UNICEF 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.
Purpose of the Job:
The Senior Executive Associate is responsible to ensure the smooth running of the 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, including donors, both within and outside the Organization. The post prioritizes tasks and organizes work independently based on general direction from the Representative.
How can you make a difference?
Administrative, executive assistance and programme support services to the Representative 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 Representative’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 follow-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 Representative concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging the itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief supervisor of important developments upon their return.
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.
Effective preparation and knowledgeable delivery of correspondence/ communications, documentation and reports contributing to the achievement of work objectives
Prepares correspondence for Representative’s signature, and may make informal translations into another official language 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 Representative.
Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference. Reviews these documents forappropriate format and style, in accordance with standard practices.
Selects and makes pertinent abstracts and undertake searches for information as directed.
Well managed and effective office operations, systems and procedures that facilitate teamwork 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 the 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.
Support the Front Desk with Partnership Management/Donor Relations
Effective management and coordination of activities in connection with donors visit and supports the office with effective management of donor relations.
Track opportunities for donor engagement visibility
Maintain schedule of donor events, coordinate with partnerships and Programme Sections on event planning and Implementation
Organize high-level events at UNICEF to engage donor audiences
To qualify as an advocate for every child you will have…
Education: Completion of Secondary School Education. High School Diploma, and business courses or other relevant disciplines
Experience: 7 years of experience in administration, programme and/or other related areas is required. Knowledge and skills in using corporate systems as well as standard office computer applications are required.
IT Skills – Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange, and archive e-mail, and maintain electronic filing systems.
Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with a minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints
Language Requirements: Fluency in English and Arabic is required.
For every Child, you demonstrate:
Our core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.
UNICEF is committed to diversity and inclusion within its workforce and encourages qualified candidates from all backgrounds to apply.
Candidates will not be considered if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offenses, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts.
UNICEF is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated in the strictest confidence.
The technical competencies required for this post areâ€¦.
View our competency framework at
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.
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.