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.
Summary of key functions/accountabilities:
Communications Support
Administrative Support
Operations Support
Budget Monitoring Support
Procurement 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 ensuring timely submissions by staff of reports, correspondence and other documents.
Administrative Support:
Maintain the supervisor’s calendar and arrange meetings.
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.
Operations Support:
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
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 PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR.
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 TOR’s in VISION, and making necessary logistical arrangements.
Maintain up-to-date vendor lists, partners, and consultant rosters.
To qualify as an advocate for every child you will have…
Completion of secondary education is required, Technical or university courses related to the field of work is an asset.
A minimum of six years of relevant administrative or clerical work experience is required.
Developing country work experience and/or familiarity with emergency is considered an asset.
Fluency in English and Spanish is required.
A bachelor’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for three (3) years of experience in case the candidate lacks the required experience.
A master’s degree from a recognized academic institution in a field relevant to the position may be considered to compensate for an additional two (2) years (in addition to the three years from above, totaling 5 years).
