Senior Executive Associate

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission 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, which is not just a job but a calling. UNICEF prides itself on a culture that fosters personal and professional development, offering diverse opportunities for staff to build fulfilling careers while delivering on a rewarding mission. The organization employs a significant number of individuals worldwide, reflecting its commitment to a diverse workforce and its operational presence in numerous countries, including 14 Pacific Island Countries.

Job Overview:
The Senior Executive Associate plays a crucial role in supporting the Representative of UNICEF Pacific by managing procedural communications, operations, and administrative support services. This position is vital for enhancing the smooth running of the Head of Office's day-to-day activities and the overall functioning of the sections. The Senior Executive Associate is responsible for representing the supervisor in initiating, following up on, and resolving administrative requests, ensuring that all communications and operations are handled efficiently and effectively. This role requires a proactive approach to managing correspondence, organizing meetings, and providing logistical support for official travel and events, thereby contributing significantly to the overall effectiveness of the office.

Duties and Responsibilities:
The Senior Executive Associate will be responsible for a variety of key functions, including:

• Communications Support: Managing incoming and outgoing correspondence, emails, and telephone calls on behalf of the supervisor; communicating sensitive information to higher-level managers; drafting responses to routine inquiries; coordinating responses to sensitive inquiries; and maintaining protocol procedures.
• Administrative Support: Maintaining the supervisor's calendar, arranging meetings, organizing official travel, preparing briefing materials, and providing secretariat support to the Country Management Team.
• Operations Support: Supporting capacity development activities and conferences by making logistical arrangements; maintaining a system to monitor the absence of Country Management Team members; and managing administrative supplies and office equipment.
• Budget Monitoring Support: Monitoring budgets and financial expenditures, ensuring compliance with UNICEF rules and regulations, and preparing records for project/programme implementation.
• Procurement Support: Facilitating the processing of contracts for consultants and external partners, maintaining up-to-date vendor lists, and ensuring all documentation is accurately prepared and filed.

Required Qualifications:
To qualify for this position, candidates must have a minimum of six years of relevant administrative or clerical work experience. A bachelor's degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience, while a master's degree may replace an additional two years. Relevant experience in a UN system agency or international organization is considered an asset. Candidates must also demonstrate a thorough understanding of organizational structure, administrative policies, and procedures, along with strong organizational, planning, and prioritizing skills.

Educational Background:
Candidates are required to have completed secondary education, preferably supplemented by technical or university courses related to the field of work. This educational background is essential for understanding the complexities of the role and effectively managing the various responsibilities associated with it.

Experience:
The position requires a minimum of six years of relevant administrative or clerical work experience. Candidates with a bachelor's degree may have three years of experience waived, and those with a master's degree may have an additional two years waived. Experience in a UN system agency or international organization is highly regarded and considered beneficial for this role.

Languages:
Fluency in English is mandatory for this position. Knowledge of a local language or another official UN language is considered an asset, enhancing communication capabilities within the diverse environment of UNICEF.

Additional Notes:
The position is full-time and may involve working in a dynamic and multicultural environment. UNICEF is committed to diversity and inclusion, encouraging applications from all qualified candidates, including those from disadvantaged backgrounds. The organization offers a comprehensive benefits package, including paid parental leave and flexible working arrangements. Candidates must be prepared to undergo rigorous reference and background checks, including verification of academic credentials and employment history. Medical clearance and compliance with vaccination requirements may also be necessary for selected candidates.