United Nations Children's Fund (UNICEF)

Senior Executive Associate

United Nations Children's Fund (UNICEF)

Job Description

If you are a committed, highly organized and are passionate about making a lasting difference for children and youth, we would like to hear from you. You will provide high level secretarial and administrative support to the office of the Representative.

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 fulfil 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.

For every child, resilience. Please visit UNICEF Sierra Leone website here: www.unicef.org/sierraleone How can you make a difference?

Under the supervision of the Representative, the incumbent is accountable for procedural communications, operations and administrative Support Services, as well as specialized administrative functions, to enhance the smooth running of the Representative's day-to day activities. He/she represents the Representative in initiating, following up on and resolving issues pertaining to administrative requests. Key functions, accountabilities and related duties/tasks:

A. Communications Support:

  • On behalf of the Representative, manage incoming and outgoing correspondence, e-mails and telephone calls.
  • Provide routine information pertaining to the work of the office.
  • Draft responses to written inquiries on routine questions.
  • Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
B. Administrative Support:

  • Maintain the supervisor’s calendar and arrange meetings.
  • Organize official travel on behalf of the Representative.
  • Prepare briefing materials for official trips or meetings.
  • Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
C. Operations Support:

  • Support Capacity Development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
  • Maintain and update a system which monitors the absence of staff.
  • Supports management of administrative supplies, office equipment, and updating the inventory of items.

D. Budget Monitoring Support:  

  • Provide support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
  • Monitor budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
  • Prepare and maintain records, documents and control plans for the monitoring of project/Programme Implementation.
  • Carry out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
E. Procurement Support:

  • Guide managers in the process of PCA/SSAs in line with UNICEF policies and guidance.
  • 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 six years of relevant administrative or clerical work experience is required.
  • Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.
  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of Integrated Management Information Systems required.
  • Demonstrable organizational, planning and prioritizing skills and abilities.
  • High sense of confidentiality, initiative and good judgment.
For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are...

Core competencies

  • Demonstrates Self Awareness and Ethical Awareness (1)
  • Works Collaboratively with others (1)
  • Builds and Maintains Partnerships (1)
  • Innovates and Embraces Change (1)
  • Thinks and Acts Strategically (1)
  • Drive to achieve impactful results (1)
  • Manages ambiguity and complexity (1)
Functional Competencies

  • Analyzing (2)
  • Applying Technical Expertise (2)
  • Planning and Organizing (2)
  • Following Instruction and Procedures (2)
To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the united nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

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