Executive Associate at United Nations Office for the Coordination of Humanitarian Affairs – UNOCHA

Duties And Responsibilities

• Under the direct supervision of the Administrative and Finance Officer, the Executive Associates will be responsible for the following duties:
• Ensures effective and efficient functioning of the HoO’s office focusing on achievement of the following results:
• Maintenance of the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Maintenance of protocol procedures.
• Preparation of high-quality briefing materials for HoO’s appointments, meetings, missions.
• Preparation of informal translations.
• Management of HoO’s missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of the HoO for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the HoO’s office.
• Ensures provision of effective communications support to the office focusing on achievement of the following results:
• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office, follow up on circulation files.
• Facilitate information sharing with the UNCT.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.
• Screening of all incoming calls and correspondence.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
• Ensures facilitation of knowledge building and management focusing on achievement of the following results:
• Sound contributions to knowledge networks and communities of practice.
• Organization of specialized trainings for secretaries.
• Organization of trainings to UN staff on coordination, administration and protocol issues.

Experience

• A minimum of 4 years of progressively responsible experience in administration is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
• Experience in handling web-based management systems is desirable.
• Experience working with the UN or other international organizations is desirable.
• Experience working in a front office or executive assistant role is desirable