Under the direct supervision of the Programme Specialist, the Executive Associate handles the front office procedural communications, operations, and administrative support services.
In Nigeria, UNICEF works in a complex humanitarian and development setting to fulfill and protect children’s rights in partnership with the government, civil society, children, and families.
This position usually requires 6 years of experience, depending on education. And the salary should be more than 1,880 USD.
Core Responsibilities
Administrative Support:
- Maintain the Representative and Deputy Representative’s calendar and arrange meetings based on established priorities.
- Organize the Representative and Deputy Representative’s official travel, including coordinating with Administrative Team for flight booking, protocol, visa, etc.
- With guidance of the Programme Specialist ensure the timely availability of briefing materials for official trips or meetings.
- Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
- Maintain up-to-date contact list of partners, donors, diplomatic corps, and government.
- Keep the shared drive updated and organized.
Communications Support:
- Manage incoming and outgoing correspondence, e-mails and telephone calls.
- Communicate sensitive information to higher level managers.
- Provide routine information pertaining to the work of the front office to relevant staff.
- Draft responses emails and letters to high-level stakeholders as requested, and timely reply to written inquiries on routine questions.
- Coordinate responses to sensitive inquiries, ensuring confidentiality and adequate management of information.
- Follow up on established deadlines and ensuring timely submissions by staff of reports, supporting documentation, correspondence, and other documents.
Operation and planning support:
- Supports on the coordination of meetings (CMT, PMT, All staff Meeting), workshops, high-level events, and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
- Maintains and updates a system to ensure the timely delivery of events and meetings, ensuring meetings rooms are booked and catering available.
- Supports management of administrative supplies, office equipment, and updating the inventory of items.
- Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
- Maintain up-to-date vendor lists.
You can also apply for the position of Polio Deputy Coordinator at UNICEF.
Requirements
Education:
- Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
Work Experience:
- A minimum of six years of administrative or clerical work experience is required. Prior experience in programme support functions and relevant experience in a UN system agency or organization are considered assets.
- A bachelor’s degree from a recognized academic institution in the above disciplines may replace three years of relevant experience.
- A master’s degree from a recognized academic institution in the above discipline may replace five years of relevant work experience.
Skills:
- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
- Thorough knowledge of UNICEF’s organizational structure, administrative policies and procedures.
- Organizational, planning and prioritizing skills and abilities.
- Ability to deal patiently and tactfully with visitors.
- High sense of confidentiality, initiative and good judgment.
- Ability to work effectively with people of different national and cultural background.
- Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
Language Requirements:
- Fluency in English is required. Knowledge of another official UN language is an asset.
Application deadline: Saturday 18 May 2024
If you meet this criteria, apply here.