Vacancies

Executive Associate, (GS-6), Port-au-Prince/Haiti #100528

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Job no: 571420

Contract type: Fixed Term Appointment

Duty Station: Port-au-Prince

Level: G-6

Location: Haiti

Categories: Executive Management

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Hope

Medium sized office with a full Operations and Programme component of the Country Program located in the capital city to have close proximity to government partners. The Representative supervises the position.

How can you make a difference?

Under the supervision of the head of office, the Executive Associate is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor’s day-to day activities, as well as his/her section. The incumbent also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

COMMUNICATIONS SUPPORT:

• On behalf of the Head of Office, 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 division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.

ADMINISTRATIVE SUPPORT:

• Maintain the supervisor’s calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT:

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

BUDGET MONITORING SUPPORT:

• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.

PROCUREMENT SUPPORT:

• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR.
• 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, partners, and consultant rosters.

To qualify as an advocate for every child you will have…

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

* A bachelor’s degree from a recognized academic institution in a field relevant to the position may replace three years of related work experience. A master’s degree may replace and additional two years of experience.

• A minimum of six years of relevant administrative or clerical work experience is required.
• Fluency in French is required. Good working knowledge of English is considered an asset. Knowledge of another official UN language (Arabic, Chinese, Russian or Spanish) is an asset.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust, Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are...

(1) Builds and maintains partnerships; (2) Demonstrates self-awareness and ethical awareness; (3)Drive to achieve results for impact; (4)Innovates and embraces change; (5) Manages ambiguity and complexity; (6)Thinks and acts strategically; 7)Works collaboratively with others; (8) Nurtures, leads and manages people

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be cancelled.

All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

Advertised: Eastern Daylight Time

Deadline: Eastern Daylight Time