UNV Executive Assistant

Job Posting Organization:
UNICEF, the United Nations Children’s Fund, was established in 1946 with the mission to provide emergency assistance to the most vulnerable children around the world. Over the past 70 years, UNICEF has expanded its operations to over 190 countries and territories, focusing on the rights and well-being of every child. The organization works collaboratively with partners to translate its commitment into practical action, particularly for the most vulnerable and excluded children. UNICEF's programs emphasize early childhood development, education, health, nutrition, and protection from violence and exploitation. The organization advocates for measures that ensure children receive the best start in life, including promoting girls' education and immunization against preventable diseases. UNICEF is dedicated to addressing the challenges posed by poverty, violence, disease, and discrimination that hinder children's development and well-being.

Job Overview:
The UNV Executive Assistant plays a crucial role in supporting the Front Office and the Deputy Representative by providing high-quality administrative and coordination support. This position requires a proactive and service-oriented approach, focusing on quality, timeliness, and results. The Executive Assistant will facilitate senior-level engagement, strengthen internal and external coordination, and manage priorities in a dynamic environment. The role involves maintaining the Front Office SharePoint, developing tracking tools for monitoring priorities, managing the office calendar, coordinating correspondence, and providing logistical support for meetings and events. The Executive Assistant will also manage the Deputy Representative's calendar, coordinate travel arrangements, and provide secretariat support for internal meetings, ensuring effective communication and follow-up on action points.

Duties and Responsibilities:
The Executive Assistant will be responsible for a variety of tasks, including:

• Knowledge Management and SharePoint Management: Assisting in maintaining and updating the Front Office SharePoint, ensuring a user-friendly system with up-to-date documents and templates.
• Tracking and Data Management: Developing and maintaining tracking tools and dashboards for Front Office priorities to support monitoring and informed decision-making.
• Office Calendar and Planning Support: Maintaining a consolidated office calendar of key events and engagements in coordination with relevant teams.
• Generic Email and Correspondence Coordination: Screening generic UNICEF emails, triaging them, and ensuring timely follow-up.
• General Administrative and Logistical Coordination: Providing support for meetings, missions, and high-level events, including venue preparation and documentation.
• Support to Deputy Representative Programme: Managing the Deputy Representative’s calendar, coordinating logistical arrangements, providing secretariat support for meetings, and following up on approval requests.
• Performing any other related tasks as required by the supervisor.

Required Qualifications:
Candidates must possess strong organizational and communication skills, with a proactive and service-oriented mindset. They should demonstrate the ability to work effectively in a fast-paced environment and manage multiple priorities. Proficiency in Microsoft Office Suite and experience with SharePoint is essential. Candidates should also have a strong understanding of administrative processes and be able to maintain confidentiality and professionalism in all interactions. Additionally, candidates should exhibit a commitment to UNICEF's mission and values, including respect, integrity, and accountability.

Educational Background:
A minimum of a bachelor's degree in a relevant field such as business administration, management, or a related discipline is required. Advanced degrees or certifications in project management or administration are advantageous and may enhance a candidate's qualifications for the role.

Experience:
Candidates should have at least 2-3 years of relevant experience in administrative support, coordination, or a similar role. Experience working in an international organization or a non-profit setting is preferred. Familiarity with UNICEF's mission and operations will be considered an asset.

Languages:
Fluency in English is mandatory, both written and spoken. Proficiency in Arabic or French is considered an asset, as it may enhance communication with local stakeholders and partners.

Additional Notes:
This is a national UN Volunteer assignment based in Beirut, Lebanon. The contract duration is subject to availability of funding and satisfactory performance, with no expectation of renewal. National UN Volunteers are responsible for arranging their own housing and living essentials. The position offers a monthly Volunteer Living Allowance (VLA) of USD 1,606.41, along with a one-time entry lump sum of USD 35

• Additional benefits include medical and life insurance, annual and learning leaves, and access to various learning platforms. Volunteers in hardship duty stations may receive a monthly Danger and Hardship Differential. For more details on entitlements and conditions of service, please refer to the UN Volunteer website.