Senior Executive Associate

Job Posting Organization:
UNICEF, established in 1946, is a United Nations agency that works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child, emphasizing equity and the most disadvantaged and excluded children and families. UNICEF operates with a mission to ensure that all children have the opportunity to survive, develop, and reach their full potential, without discrimination. The organization prides itself on a culture that supports staff development and offers diverse opportunities for personal and professional growth, alongside an attractive compensation and benefits package.

Job Overview:
The Senior Executive Associate will work under the supervision of the Executive Specialist, providing essential procedural communications, operational and administrative support services, and specialized administrative functions to ensure the smooth operation of the Representative’s front office. This role involves acting on behalf of the supervisor to initiate, follow up on, and resolve administrative requests. The position requires a proactive approach to managing communications, administrative tasks, and operational support, ensuring that the office runs efficiently and effectively. The Senior Executive Associate will be responsible for managing correspondence, organizing meetings, and maintaining the supervisor’s calendar, as well as preparing documentation and reports. The role is critical in supporting the overall mission of UNICEF by ensuring that the administrative functions are carried out seamlessly, allowing the Representative to focus on strategic priorities.

Duties and Responsibilities:
The Senior Executive Associate will have a comprehensive set of duties and responsibilities, including:

• Communications Support: Manage incoming and outgoing correspondence, emails, and phone calls on behalf of the supervisor. Communicate sensitive information to higher-level managers and draft responses to routine inquiries. Coordinate responses to sensitive inquiries and ensure timely submissions of reports and documents.
• Administrative Support: Maintain the supervisor’s calendar, arrange meetings, and organize official travel. Prepare briefing materials for official trips or meetings and ensure documentation is accurate and ready for the supervisor’s signature. Provide dedicated executive assistant support and consolidate reports and correspondence.
• Operations Support: Make logistical arrangements for capacity development activities and conferences, maintain a system to monitor staff absences, and manage administrative supplies and office equipment.
• Budget Monitoring Support: Assist in budget preparation and monitoring, ensuring compliance with UNICEF rules and regulations. Prepare records and documents for project/programme implementation monitoring.
• Procurement Support: Guide managers in the procurement process and facilitate contracts for consultants and external partners. Maintain up-to-date vendor lists and ensure all procurement activities align with UNICEF policies.

Required Qualifications:
To qualify for this position, candidates must have a minimum of 7 years of relevant administrative work experience. Proven knowledge of protocols and experience within the UN system or international non-governmental organizations (INGOs) is considered an asset. Familiarity with developing country work and emergency situations is also advantageous. Candidates should possess strong organizational, planning, and prioritizing skills, as well as a high sense of confidentiality, initiative, and good judgment. The ability to work effectively with individuals from diverse national and cultural backgrounds is essential, along with the capability to work collaboratively in a team environment.

Educational Background:
Candidates must have completed secondary education, preferably supplemented by technical or university courses related to the field of work. This educational background is crucial for understanding the complexities of the administrative functions and responsibilities associated with the role.

Experience:
The position requires a minimum of 7 years of relevant administrative work experience. Candidates with experience in an executive front office or those who have worked in the UN system or INGOs will have a competitive advantage. Experience in developing countries or emergency contexts is also beneficial, as it provides insight into the unique challenges faced in these environments.

Languages:
Fluency in English and Arabic is mandatory for this position. Knowledge of another official UN language, such as Chinese, French, Russian, or Spanish, is considered an asset and may enhance a candidate's profile.

Additional Notes:
This position is full-time and may involve working in a dynamic and challenging environment. UNICEF is committed to diversity and inclusion, encouraging eligible and suitable female candidates to apply. The organization has a zero-tolerance policy on conduct incompatible with its aims, including discrimination and abuse. Selected candidates will undergo rigorous background checks and must meet medical clearance and inoculation requirements. UNICEF does not charge any processing fees during the recruitment process and emphasizes the importance of safeguarding children in all its operations.