Executive Assistant – Senior Associate

Executive Assistant – Senior Associate

Job categories: Administration
Vacancy code: VA/2024/B0002/27438
Level: ICS-7
Department/office: CRP, EO, Executive Office
Duty station: Copenhagen, Denmark
Contract type: Fixed Term
Contract level: G7
Duration: One year initially, renewable subject to satisfactory performance and funding availability
Application period: 02-Feb-2024 to 18-Feb-2024

Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.

Background Information – Job-specific

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 (DED), and the Chief of Staff.

The Executive Assistant – Senior Associate will provide dedicated support to the two DEDs. managing their meeting calendars, correspondences and facilitating other activities as requested. The incumbent will play a pivotal role in ensuring effective and timely support to the Deputy Executive Directors and 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, and will have to display strong UN values throughout all areas of work. The incumbent also needs to have strong communication skills.

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 Executive Assistant – Senior Associate, like other members of the Executive Office Support Team, reports to the Management Advisor. Performance management objectives and assessments will be done in consultation with input from the two Deputy Executive Directors.

Functional Responsibilities

1. Secretarial support to the Deputy Executive Director – Management and Policy and Deputy Executive Director – Delivery and Partnerships

• Manage the calendars for the two DEDs
• Manage the planning and coordination of the two DEDs 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 DEDs
• Organize meeting logistics, including but not limited to the preparation of meeting minutes/summaries of actions to be taken.

2. Communication and knowledge management

• Communicate effectively and liaise with internal and external stakeholders on behalf of the DEDs, following protocol.
• Adhere to appropriate approval processes for documents that require DED signature.
• Respond to and/or direct inquiries to appropriate units for timely action/response.
• Draft, on behalf of the DEDs, routine correspondences.
• Maintain lists of contacts of internal and external stakeholders
• Develop and maintain standard operating procedures (SOPs) for the Executive Office.
• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.
• Plan and organize events and receptions with partners and other stakeholders.

3. Administrative and logistical support

• Manage travel arrangements for the Deputy Executive Directors, 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.
• Capture and digest information and prepare presentation slides.
• Assist managers in the elaboration of resource requirements for budget submissions, as required.
• Within the field of the position, perform other related duties as required.

Competencies

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Education/Experience/Language requirements

Education:

• High School Diploma is required.
• University Degree (Bachelor’s or Master’s) is desirable and may substitute some of the required years of experience but is not a requirement

Experience:

• Seven (7) years of relevant experience (or less depending on academic credentials) in providing support and assisting senior-level management positions.
• 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.

Language requirements:

• Fluency in English language is required.
• Fluency in other UN official language is desirable

Contract type, level and duration

Contract type: Staff
Contract level: G7
Contract duration: One year initially, renewable subject to satisfactory performance and funding availability

For more details about United Nations staff contracts, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/UN-Staff-Contracts.aspx

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.