The Executive Assistant - Senior Associate will be part of a dynamic and agile support team in the Executive Office, which supports the Executive Director, the two Deputy Executive Directors, and the Chief of Staff.
The Executive Assistant - Senior Associate will provide dedicated support on travel and administrative matters to the Executive Director and Deputy Executive Director - Delivery and Partnerships. The Executive Assistant - Senior Associate also supports the Executive Office by performing a variety of administrative processes and contributing to other priorities of the team to ensure the effective and efficient functioning of the Executive Office.
The role requires a proactive, detail-oriented individual capable of managing complex travel arrangements, providing secretarial support, handling financial and procurement tasks, and ensuring effective communication and information management.
The incumbent will have to have an agile mindset and be able to apply good judgment to manage competing priorities with a minimum level of supervision.
The incumbent will engage directly with a variety of internal and external stakeholders. Strong communication skills are essential, and the incumbent will be expected to display strong UN values throughout all areas of work.
The EO welcomes internal candidates who are interested in doing a stretch assignment, if this can be agreed with the current supervisor.
The Executive Senior Associate provides comprehensive executive and administrative support to the Executive Director and Deputy Executive Director - Delivery and Partnerships, helping ensure efficient and effective operations in the Executive Office. The role encompasses travel management, secretarial support, financial and procurement assistance, communication and information management, and other related duties as required
Travel, administrative, and logistical support
Manage travel arrangements and logistical/administrative matters for the Executive Director and Deputy Executive Director - Delivery and Partnership, such as flights, visa, hotel, security clearance, and protocol matters.
Manage travel arrangements also for other staff of the Executive Office, when needed.
2. 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.
Communicate effectively and liaise with internal and external stakeholders on behalf of the Deputy Executive Director, following appropriate protocol.
Draft responses on behalf of the Deputy Executive Director, as needed.
Respond to and/or direct inquiries to appropriate units for timely action/response.
3. Finance, procurement and budgeting support
Manage procurement processes on behalf of the Executive Office.
Process payments on behalf of the Executive Office.
Manage reconciliation of the Executive Office credit cards.
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.
4. Communication and information management
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.
5. Within the field of the position, perform other related duties as required.
