This position is for Ukraine nationals ONLY Background UN is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UN does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Under the guidance and direct supervision of OCHA Ukraine Head of Office (HoO), the Executive Associate works in support of and in close collaboration with all OCHA Ukraine staff, to support effective and efficient functioning of the office. The Executive Associate provides executive support to the HoO and management team, ensuring full confidentiality in all aspects of assignment, maintenance of protocol procedures and organization of office information flow as required.
The Executive Associate works closely together with the United Nation’s Resident Coordinator’s Office, other UN Agencies, humanitarian partners and national authorities. Summary of Functions:
Support to the effective and efficient functioning of the OCHA office Provision of executive support (incl. travel and logistics) to the OCHA Ukraine management team Secretarial and administrative support to the Head of Office and Deputy Head of Office (DHoO)Duties and Responsibilities:
- Supports effective and efficient functioning of the OCHA office focusing on achievement of the following results:
Telephone and reception functions; Establish and maintain filing system and all documents recorded; Assist and provide secretariat support to the HoO and DHoO on bilateral and interagency meetings as required, including organization of regular and ad-hoc meetings, organization of venue, sending out invitations and agenda, sending out of minutes, reception of guests, etc.; Maintenance of contact lists; Efficient and discreet management of HoO and DHoO schedule; Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible; Adherence to appropriate protocol and correspondence guidelines when communicating with Government and other external partners.- Provision of executive support (incl. travel and logistics) to the OCHA Ukraine management team:
Support travel arrangements of HoO and DHoO, including logistics matters, and preparation of travel requests and expense reports; Provision of information on travel including travel route and hotel arrangements; Processing travel authorization in line with travel entitlements, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices; Arrangements for security clearance when required; Hotel reservations and logistics arrangements for visiting OCHA officials; Arrangement for pickup of high-level officials and support to expediting of customs and immigration procedures, as necessary.- Secretarial/administrative support functions focusing on achievement of the following results:
Set up and maintenance of the filing system ensuring safekeeping of confidential materials; Opening of new subject files as required and disposal of old files in accordance with the established retention schedule; Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required; Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required; Administration of travel, meetings, appointments and briefings; Assist in organizing interagency meetings;Performing any other duties assigned by the supervisor. Impact of results: Contributing to the successful implementation of the OCHA Ukraine’s workplan to ensure an effective humanitarian coordination in Ukraine, and as such OCHA’s mandate. Competencies Functional Competencies:
Client Orientation
Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptlyBuilding Strategic Partnerships
Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues Analyzes and selects materials for strengthening interoperability with partners and stakeholdersCommunication
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately Asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informedJob Knowledge/Technical Expertise
Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Demonstrates in-depth understanding and knowledge of the current guidelines and project management tools and utilizes these regularly in work assignmentsPlanning and Organizing:
Develops clear goals that are consistent with agreed strategies Identifies priority activities and assignments; adjusts priorities as required Allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning Monitors and adjusts plans and actions as necessary Uses time efficientlyDevelopment and Operational Effectiveness
Ability to perform a broad range of activities aimed at supporting an effective and efficient functioning of the office, including data/ schedule management, maintenance of protocol, information flow. Keeping full confidentiality in all aspects of assignmentCore Competencies:
Demonstrating/safeguarding ethics and integrity Demonstrating corporate knowledge and sound judgment Self-development, initiative-takingThis vacancy is archived.