Executive Associate

Under the guidance and direct supervision of the Deputy Executive Coordinator (DEC), the Executive Associate is responsible for the smooth and efficient functioning of the DEC’s office and provides effective and quality operational support to other functions in the Executive Office (ExO). The Executive Associate manages information flow and follows up on deadlines and commitments to ensure timeliness and accuracy of ExO’s services as well as appropriate outcomes. As a member of the Executive Office team, the Executive Associate is expected to work closely with other members of the team and across all units and functions in the organization both at HQ and outside Bonn, fostering horizontal collaboration while handling matters of sensitive nature with discretion; protecting confidentiality, and ensuring transparency, as required depending on the context. Embodying a client oriented and adaptive mindset, the Executive Associate represents the highest standards of integrity and innovative approaches to work and is a force for administrative efficiency, continuous learning and renewal in the organization. An important part of the role is to backstop the Executive Associate to the Executive Coordinator and provide support to the Director of Management Services when required from time to time. 

Duties and Responsibilities:

Ensure effective functioning of the Deputy Executive Coordinator’s (DEC) office:

• Manage and monitor the DEC´s agenda, schedule appointments, assist proactively in time management, prepare for meetings, missions, visits, etc.
• Organize the office of the Deputy Executive Coordinator to ensure smooth work-flow and assign priorities for correspondences as appropriate. Timely follow-up on deadlines.
• Screen, track, and assign incoming correspondence and documents, prioritizing complex or sensitive items for special attention.
• Establish and oversee procedures to monitor deadlines, ensuring timely follow-up on pending issues and correspondence requiring the personal attention of the DEC and/or ExO.
• Manage and review correspondence for the Deputy Executive Coordinator, ensuring high-quality, priority-based handling, compliance with prescribed formats, and proper filing in line with UNV standards.
• Manage the administration of DEC’s travel and missions.
• Compile and issue notification for mission plans and coordinate the preparation of the meetings/missions and briefing material, ensuring the timely and appropriate arrangements for meetings/missions and support the scheduling of high level meetings.
• Take minutes from meetings when required, prepare and disseminate the minutes to relevant stakeholders.
• Establish and maintain files, reports and documents in a systematic manner for use by the Deputy Executive Coordinator.
• Organize in-person visits (on-site or elsewhere) of UN, Government or other counterparts or external visitors to the DEC, as requested.
• Other tasks required to support the effectiveness of the UNV management team, as may be required from time to time.

Provide and strengthen administrative, logistical, communications and substantive support to the Executive Office:

• Provide support to the Chief, Strategic Planning and Executive Support and the Strategic Management Specialist in the execution and monitoring of various corporate projects managed by the ExO, participate in task forces and act as focal point as assigned. This can include basic internal communications, research, database, reporting, editorial and formatting, or other support tasks.
• Support ExO functions in outreach and engagement with Regional Offices.
• Coordinate official hospitality activities. Support the organization of conferences, webinars and special events.
• Support learning and experimentation with innovative digital methods such as AI to help improve various functions in the office. Assist in maintaining and promoting the use of ExO databases in CRM-Salesforce.
• Support knowledge management through the use of automated filing systems for safekeeping of documents and confidential files based on records management policy; guiding other UNV personnel on records management through liaising with the designated focal points in each section/unit.
• Perform functions and tasks for all ExO teams in corporate systems for finance, budget planning and monitoring (including estimates and expenditure monitoring), travel, procurement planning and management, and administration. Conduct periodic review of Quantum exceptions/errors and liaise closely with Finance Resources Management Section to resolve issues and take appropriate corrective actions.
• Provide back-up support to the Executive Coordinator and the Director of Management Services in the absence of the Executive Associate to the Executive Coordinator or on an ad-hoc basis.

Support Internal and External Communications:

• Assist in the preparation of internal communications across the organization relevant to the Executive Office and management activities in UNV.
• Contribute in the preparation of newsletters, meeting minutes, topical summaries, and other communication tools in the management functions.
• Research and propose new and innovative ways of strengthening internal communications across the organization.
• Provide coordination support to the preparation of external communications activities as required.
• Support the communications team from time to time with activities related to media outreach, interviews, articles, media monitoring, etc.
• Coordinate on behalf of management with communications providers.
• Assist in the preparation of speeches and media articles on behalf of management.

Required Skills and Experience:

Education:

• Secondary Education is required.
• A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or other relevant area will be given due consideration, but is not a requirement.
• Training or education in digital technologies is a strong asset.

Experience:

• A minimum of six years (with secondary education) or three years (with bachelor’s degree) of relevant administrative and/or programme support work experience is required.
• At least one year of work experience in an international environment is requirement.
• Experience with organizational renewal, business process improvement, or innovation is desirable.
• Experience in new digital technologies and/or artificial intelligence is highly desirable.
• Experience in organizational communications and knowledge-sharing is an asset.
• Experience in the usage of office software packages (MS Word, Excel, etc.) and in handling of web based management systems is required.
• Experience working with senior officials is a strong asset.
• Fluency in English and German is required.
• Working knowledge of another official UN language is an asset. (Arabic, Chinese, French, Russian or Spanish)
• Strong writing skills are required.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/24558