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.
Sudan, surrounded by the Central African Republic, Chad, Egypt, Ethiopia, Eritrea, Libya and South Sudan, positioned next to East, West, South and North Africa, is surrounded by complex conflicts in an unpredictable, volatile and rapidly evolving region. Sudan is by size the third biggest country in Africa, with a diverse population of around 42 million people. Sudan’s children make up half of the total population, and the past two decades have seen their lives significantly improve: fewer girls and boys are dying before their fifth birthday, primary school attendance is increasing, immunization coverage is high and the country remains polio free. Still, millions of children continue to suffer from protracted conflict in Darfur, the Kordofans, and Blue Nile, from seasonal natural disasters, malnutrition and disease outbreaks, and from under-investment in basic social services. More than three million of Sudan’s school aged children are not in the classroom. UNICEF has been in Sudan since 1952 and continues with a presence in 12 of Sudan’s 18 states.
How can you make a difference?
Purpose of post
Under the supervision of the Deputy Representative- Programmes, 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.
Key functions, accountabilities and related duties/tasks:
Summary of key functions/accountabilities:
- Communications Support
- Administrative Support
- Operations Support
- Budget Monitoring Support
- Procurement 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.
- 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
- Provide dedicated executive assistant support.
- Prepare and/or consolidate comprehensive reports, documentation, correspondence, briefing notes, etc. and conduct research in the area of work.
- Actively seek and use feedback to improve business processes and procedures
- 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.
- 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, preferably supplemented by technical or university courses related to the field of work.
- A minimum of 6 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 Arabic language is required.
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.