Executive Associate

UN Children's Fund, Lilongwe, Malawi

Skill Required:, HR and Admin
Preferred Experience: 
5 years
Closing Date for Applications: 
25th December, 2018


Job Description

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.

For every child, hope..

UNICEF Malawi Country Programme (2019-2023) is aligned with the Government of Malawi's Growth and Development Strategy (MDGS III) and the United Nations Development Assistance Framework (UNDAF). The programme supports the Government of Malawi to meet its commitment to respect, protect and fulfil children's rights in line with international conventions and standards. The country programme is guided by the principles of children's rights, equity, gender equality, inclusion and resilience, and supports evidence-based, integrative and innovative programming. The vision is that "all girls and boys in Malawi, especially the most disadvantaged and deprived, realize their rights". The programme focuses on: early childhood (parenting, high-impact social services, early stimulation and learning), middle childhood and adolescence (learning, multi-sectoral services, active citizenship), communities (decentralized services and systems, community ownership, social norms), programme effectiveness (monitoring, evaluation, HACT, Innovation, Social Protection and Social Policy and External Communication. The programme is based on "leaving no child behind, realizing rights for all children in Malawi".

How can you make a difference?

Under the supervision of the Deputy Representative, 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 Deputy Representative's day-to day activities, as well as his/her section. The Executive Associate also represents the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Summary of key functions/accountabilities:

COMMUNICATIONS SUPPORT:

  • On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
  • Provide routine information pertaining to the work of the section/office and communicate sensitive information to higher level managers.
  • Draft responses to written inquiries on routine questions and coordinate responses to sensitive inquiries.
  • Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.

ADMINISTRATIVE SUPPORT:

  • Maintain the supervisor's calendar, arrange meetings and organize official travel on behalf of supervisor.
  • Preparing briefing materials for official trips or meetings.
  • Prepare documentation for the supervisor's signature reviewing for style, factual and grammatical accuracy.
  • The Executive Associate is also responsible for providing a solid administrative platform for his/her team, by implementing a variety of standardized clerical/administrative tasks such as collecting invoices, filing documents, processing in VISION as well as keeps vendor lists, partners, and consultant rosters up-to-date.
  • Maintaining office calendar and arrange meetings. Take minutes of meetings and keep the correspondence of the team well organized.
  • Providing travel assistance to staff members in section for travel arrangements and entitlements based on the organization's rules and policies.

OPERATIONS SUPPORT:

  • Supporting capacity development activities and conferences by making the logistical arrangements and liaising with budget focal points and section over costs and needs as well as preparing background materials for participants.
  • Maintains and updates a system which monitors the absence of staff.
  • Supports management of administrative supplies, office equipment, and updating the inventory of items.

BUDGET MONITORING SUPPORT:

  • Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.
  • Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

PROCUREMENT SUPPORT:

  • Guide managers in the process of PCAs/SSAs in line with the policies and guidance.
  • Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading documents in VISION, and making necessary logistical arrangements.

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

  • A completed secondary education, preferably supplemented by technical or university courses related to the field of work.
  • A minimum of six years of relevant administrative or clerical work experience is required.
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
  • Relevant experience in a UN system agency or organization is considered as an asset.
  • Fluency in English is required. Knowledge of another official UN language or local language of the duty station is considered as an asset.

For every Child, you demonstrate:

UNICEF's core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

  • Analyzing (II)
  • Learning and Researching (II)
  • Planning and organizing (II)
  • Following Instructions and Procedures (II)

Source:https://www.unicef.org/about/employ/?job=518441


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