Executive Assistant Administration Associate

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Description

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The UNOPS New York Board and External Relations Office manages the organization’s relationship with the Executive Board of the UN Development Programme (UNDP), the UN Population Fund (UNFPA) and UNOPS; UN Member States; and the broader UN system. The Office positions UNOPS on a variety of strategic initiatives and represents the organization on UN system-wide issues that require inter-agency collaboration and coordination.

Reporting to the Director of the New York Board and External Relations Office, the incumbent will ensure the provision of dedicated executive support to the Director, including providing general office support services, preparing correspondence, coordinating and arranging meetings and appointments, and facilitating other activities as requested. The role will also provide administrative and logistical support to all functions within the Office as needed, ensuring high quality and accuracy of work.

The incumbent will engage directly with a variety of internal and external stakeholders, often on behalf of the Director and the Office, and will have to display strong UN values throughout all areas of work. 

To enhance the smooth running of the Director’s day-to day activities and the Office, (s)he will have excellent organizational skills and the ability to manage multiple tasks, knowledge of protocol, strong communications skills, especially written ones, relationship management skills through a proven track record in assisting teams in the arrangement of events and initiatives, and an ability to work and act under pressure and with discretion in a politically sensitive and challenging environment. 

Functional Responsibilities:

Administrative Support to the Director:

• Manage the Director’s calendar and schedule of meetings and appointments.
• Arrange internal and external meetings, and provide secretarial and administrative support as needed, including but not limited to the preparation of briefing files and minutes/summaries of actions to be taken.
• Manage incoming and outgoing routine correspondence, and answer queries with discretion.
• Support the Director with protocol matters.
• Liaise and coordinate with the Executive Office and other internal stakeholders on administrative and logistical matters, and facilitate the flow of information and communication between the Director and other teams within UNOPS as necessary.
• Anticipate and flag issues of administrative concern, and keep the Director abreast of new developments or changes.
• Undertake procurement processes as requested by the Director, and verify and process payments.
• Assist the Director in the elaboration of resource requirements for budget submissions as required, and monitor budget implementation/expenditures.
• Perform other duties as may be reasonably required and assigned by the Director.

Communication and Information Management:

• Communicate effectively and liaise with internal and external stakeholders on behalf of the Office, following protocol.
• Screen incoming correspondence and route to relevant colleagues in the Office for timely action/follow-up.
• Adhere to appropriate approval processes for documents that require signature. 
• Draft routine correspondence, such as letters, memos, and note verbales.
• Maintain lists of contacts of internal and external stakeholders.
• Maintain hard copy and electronic files and reference materials, and ensure safekeeping of confidential records as required.
• Develop and maintain calendars of significant events and meetings in New York.
• Co-ordinate Office related updates to the intranet and external website.

Logistical Support:

• Manage travel for the Director and the Office and coordinate arrangements such as visa, hotel, security clearance, and protocol matters.
• Support the planning and coordination of UNOPS colleagues’ missions to NY for the Executive Board and other high-level meetings and events, including drafting agendas in collaboration with the Executive Office and other internal stakeholders.
• Support the planning of meetings, events and receptions with Executive Board member states, partners and other stakeholders, assist with protocol matters, and organize the related logistics.
• Receive officials of the UN system and senior representatives of Member States, and coordinate the logistical arrangements related to visits.

Knowledge Building and Knowledge Sharing:

• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations system.
• Collect feedback, ideas, and internal knowledge about processes and best practices.
• Provide regular feedback on existing systems, tools and resources to ensure their relevance and assist with the preparation of standard operating procedures and other guidance documents and templates, as required.
• Support to on-boarding of new colleagues.

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