Executive Assistant Senior Associate
UNOPS
Provide dedicated, high-level secretarial, communication, administrative and travel support to UNOPS' Executive Leadership, particularly the Deputy Executive Director - Delivery & Partnerships, ensuring the effective and efficient operations of the Executive Office
About The Group
The Executive Office (EO) leads and is accountable for the strategic direction, performance, and integrity of UNOPS, ensuring the organization implements its mandate in support of Member States and the UN system. Providing strategic leadership, the Office sets and oversees the implementation of the 4-year Strategic Plan, ensuring alignment on corporate priorities across the organization. The Office ensures robust governance, and accountability for resources and results while driving culture change and the transformation of the organization for cost-effective agile deployment in collaboration with sister agencies of the United Nations, and other partners.
The Executive Office represents UNOPS and ensures accountability to the Executive Board. The Office leads UNOPS engagement with Member States, UN partners, and other stakeholders to advance United Nations objectives by bringing practical solutions to bridge the implementation gap so that all people can live peaceful and dignified lives, where human rights are respected, and where countries and communities are on a path to sustainable development.
Role Purpose
The Executive Assistant Senior Associate provides comprehensive executive and administrative support to the Deputy Executive Director - Delivery and Partnerships, ensuring efficient and effective operation of the Executive Office. The role encompasses travel management, secretarial support, communication and information management, and other related duties as required
Functions / Key Results Expected
- Secretarial support to the Deputy Executive Director - Delivery and Partnerships
- Manage the calendar for the Deputy Executive Director
- Manage the planning and coordination of the Deputy Executive Director’s missions, including drafting agendas in collaboration with country offices and other high-level stakeholders.
- Prepare and maintain a calendar of proposed conferences and meetings to be attended by the Deputy Executive Director
- Communication and Information Management
- Communicate effectively and liaise with internal and external stakeholders on behalf of the Deputy Executive Director, following appropriate protocol.
- Adhere to appropriate approval processes for documents that require the Deputy Executive Director’s signature.
- Respond to and/or direct inquiries to appropriate units for timely action/response.
- Draft, on behalf of the Deputy Executive Director, routine correspondences.
- Maintain lists of contacts of internal and external stakeholders
- Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.
- Capture and digest information and prepare presentation slides, when needed.
- Develop and maintain standard operating procedures (SOPs) for the Executive Office.
- Administrative and Logistical Support
- Manage travel arrangements for the Deputy Executive Director, including logistical/administrative matters, such as visa, hotel, security clearance, and protocol matters.
- Undertake procurement processes or process payments on behalf of the Executive Office, when requested.
- Collect data from relevant databases and prepare financial overviews in spreadsheets (Google Sheets), as required.
- Assist managers in the elaboration of resource requirements for budget submissions, as required.
- Plan and organize events and receptions with partners and other stakeholders.
- Team building and Collaboration
- Contribute to a collaborative, inclusive, and supportive team environment through open communication, knowledge-sharing, and respectful working relationships.
- Participate in team activities and initiatives, sharing relevant information, experiences and lessons learned to support effective collaboration.
- Additional Duties and Responsibilities
- Perform other related duties as assigned by the supervisor within the scope of the position.
Education Requirements
- High School Diploma with 7 years of relevant experience, OR,
- Bachelor's degree or equivalent with 3 years of relevant experience
Experience Requirements
- Relevant experience in providing support and assisting senior-level management positions.
- Experience in the usage of computers and office software packages (Google workspace), experience in handling web-based management and ERP systems.
- Experience in arranging conferences and VIP Hospitality Management is an asset.
- Experience in public relations and communications with senior officials, representatives of diplomatic missions, and NGOs is desirable.
- Experience in UN/UNOPS rules and procedures will be an added advantage.
- Experience working specifically with oneUNOPS.