Organizational Setting and Reporting Relationships:

Senior Staff Assistants reports to the Administrative Officer or to a Chief Administrative Officer.Senior Staff Assistants reports to the Administrative Officer or to a Chief Administrative Officer.

Responsibilities:  Under the guidance and supervision of the Head of Office  the Executive Associate is responsible for ensuring the effective delivery of administrative/secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to senior officers or managers such as a Head of Office consistent with UN rules and regulations. 

1.Ensures effective and efficient functioning of the HoO’s office focusing on achievement of the following results:

  • Maintains the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
  • Maintains required protocol procedures;
  • Prepares high quality briefing materials for Head of Office appointments, meetings, missions;
  • Prepares informal translations support;
  • Manages the  Head of Office missions and representation schedule;
  • Maintains rosters of high-level partners, telephone lists;
  • Prepares correspondence, directives, comments on behalf of the Head of Office for his/her signature and making follow-up when required;
  • Uses automated office management systems for effective functioning of the HoO’s office.


2.Ensures provision of effective communications support to the office focusing on achievement of the following results:

  • Maintains the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
  • Coordinates the information flow in the office, follow up on circulation files;
  • Facilitates information sharing between UNCT and the UN Coordination Unit;
  • Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office;
  • Screens all incoming calls and correspondence for Head of Office;
  • Presents proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.


3.Ensures facilitation of knowledge building and management focusing on achievement of the following results:

  • Provides Sound contributions to knowledge networks and communities of practice;
  • Organizes specialized trainings for front office;
  • Organizes trainings to UN staff on coordination, administration and protocol issues.


4.Procurement Role:

  • Provides administrative support for procurement activities for ROAP and HATs (Indonesia and Japan);
  • Contacts suppliers to request quotations for goods and services. Also obtain additional information/documentation as required;
  • Prepares procurement-related documents for review and approval, e.g. price comparison table for low value procurement; Requisition Form, Term of Reference and other technical documents for high value procurement;
  • Performs Requisitioning role in Umoja to create Low Value Acquisition (LVA) Purchase Orders for goods and services and Shopping Carts for High Value Acquisition (HVA) including hiring individual contractors. Tasks also include developing TORs for procurement of goods and services;
  • Coordinates with suppliers to ensure that procurement activities are delivered on schedule and in accordance with approved specification;
  • Performs receipt of goods and services and process the invoice for payment in Umoja.


5.Time Administrator Role:

  • Updates staff movement calendar;
  • Performs Time Administrator role in Umoja to update staff leave records as well as provide support to staff for issues related to time management in the system.


6.Travel Administrator Role:

  • Performs Travel Administrator role to create Travel Requests in Umoja for Head of Office, Senior Managers and other staff as required. Also Coordinate with travel agent in provision of tickets, visas and other logistic/protocol requirements to support staff’s mission travels.


Work implies frequent interaction with the following:
Senior officials within the UN Secretariat and UN system.
Permanent Representatives and Mission staff.
Intergovernmental bodies, non-governmental organizations, government officials, ambassadors, representatives of the media, international organizations, etc.  

Results Expected:  Demonstrates effective and independent handling of the administrative and front office support requirements. Establishes effective office procedures and systems.  Provides timely tracking and monitoring of processes, deadlines and initiates quality control of key outputs and appropriate follow-up actions, etc.   Demonstrates initiative in identifying and resolving problems in the context of work assignments and functions.  Discretely handles highly confidential and sensitive matters.  Appropriately applies relevant policies, guidelines, procedures and processes.  Effectively functions as a key communications link and liaison with a broad range of internal and external contacts, many of which at senior levels.  


 

Professionalism: Ability to perform a broad range of administrative functions, e.g., budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations.  Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.


Communication:  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 informed.


Teamwork:  Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.


Planning& 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 efficiently.


Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.


Creativity: Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.


Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.


Commitment to Continuous Learning: Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.


Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education:   

Minimum education Matriculation or equivalent.

Experience:    

Six years of experience in general office support or related area is required.  Experience to support teams in OCHA Complex Emergency and Natural disasters response in Asia and Pacific region desirable.

Language:      

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.
 
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Contract Duration: 1 Year with possibility for extension

This vacancy is archived.

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