Executive Associate, London

Organization: UNICEF - United Nations Children’s Fund

Country: United Kingdom

City: London

Office: UNICEF House London

Grade: G-6

Closing date: Sunday, 19 September 2021

Executive Associate, G-6, Education Outcomes Fund, London, United Kingdom

Job no: 544277

Position type: Fixed Term Appointment

Location: United Kingdom Division/Equivalent: UNITED HOSTED FUNDS

School/Unit: UNITED HOSTED FUNDS

Department/Office: Education Outcomes Fund

Categories: Education

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, education . . .

The Education Commission and the Global Steering Group for Impact Investment came together to create the Education Outcomes Fund (EOF), an initiative to improve the education of 10 million children and young people. EOF aims to pool $1 billion in aid and philanthropic funds, to support governments to pay for results in education and youth employment over the next decade. It will partner with governments around the world to strengthen education systems, harnessing the capacity and capability of partners to improve the effectiveness of expenditure and help deliver on the promise of quality education for all.

EOF is hosted by UNICEF. The Fund is administered under UNICEF’s financial, human resources and administrative rules and regulations, while operations are run by the Fund’s own independent governance structure that provides strategic guidance and oversight to its investments. EOF’s day-to-day activities are carried out by a Secretariat under the direction of the EOF Director.

How can you make a difference?

The Executive Associate will provide valuable logistical and administrative support to the EOF Director and broader EOF organization.

The Executive Associate will support the Director by managing a range of logistical and administrative tasks in a timely and high-quality manner, will ensure that the EOF Director’s time is being leveraged effectively and efficiently - supporting EOF and our mission. Effective delivery of the responsibilities of the role will require a solid grasp of the content and our stakeholder / operating environment.

Administrative, Operational and Executive Support

Supports time management and scheduling on behalf of the Director: manages calendar and coordinates with the Secretariat team: scheduling of appointments; screening meeting requests; coordinating timely submission of background notes and talking points; ensuring effective prioritization and time-management; resolving conflicts and competing demands; and, directing relevant requests to the appropriate team lead.

Brings sensitive and urgent matters to the attention of the Director; identifies issues requiring the Director’s attention and refers others to relevant office and appropriate disposition; monitors and follows up on action to be taken.

Initiates, monitors and follows up on personnel-related matters.

Makes travel arrangements processes travel requests issued by the Director in line with UNICEF procedures.

Supports effective administration of meetings and events attended by the Director; and, communicates with staff and coordinates logistics for high-level meetings both internally and externally.

Assists in coordinating the agenda of staff meetings.

Participates in, and serves as notetaker for meetings; and, ensures timely circulation and follow-up action.

Supports the Director in presentations for internal and external meetings; researches issues, prepares briefing notes, slides and subject files and gathering relevant documentation.

Researches, complies and summarizes background materials for use in preparation of reports, briefs, speeches; Independently handles a wide range of complex information requests and inquiries; responds or drafts responses to a diverse range of correspondence and other communications.

Drafts, composes and prepares correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.

Exercises quality control for all outgoing documents; proofreads and edits text for adherence for format, grammar, punctuation and style.

Supports the Director with external communications including drafting tweets and other social media posts and updating websites.

Processes the Director’s expenses, preparing all relevant information and receipts, ensuring accuracy and tracking reimbursements.

Coordination and planning.

Coordinates and plans with EOF Secretariat team the direction of tasks to relevant leads, timely follow-up actions and submission of completed tasks.

Coordinates meetings and travels with relevant staff, including packages containing all relevant documentation and information for accompanying staff.

Supports the Director in preparing, drafting and reviewing e-mail communications with the Executive Committee and the High-Level Steering Group and maintains electronic filing for all documentation related to the EOF governance structure.

Supports the organization and logistics of EOF governance meetings including with the Executive Committee, the High-Level Steering Group and sub-committees.

Ensures Director’s clearance of external communications with the EOF governance structure, and other partners, such as donors, UN agencies, NGOs, foundations and governments.

Ensures Directors‘ endorsement for recruitments, financial commitments, human resource commitments and legal agreements.

The Executive Assistant will provide shared operational support to the EOF Secretariat, consisting of fourteen staff members, to achieve concrete and sustainable results in education. The position will be expected to ensure the successful incorporation of procedures and systems and provide quality administrative support to the Secretariat’s work. Provide office management and administrative support.

Serve as back-up to the Sr Operations Associate G-7 in EOF; back-up HR LFP, Attendance Focal Point and APPROVA VISA manager.

Focal point for system access and office space/logistics arrangements.

Back up for the travel focal point for EOF Secretariat - processes travel requests in line with UNICEF procedures; Responsible for administrative documentation like visa, security clearance.

Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.

Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

Monitors travel reports and certification and report back to the team.

Coordination and planning

Coordinates and plans with EOF Secretariat team the direction of tasks to relevant leads, timely follow-up actions and submission of completed tasks.

Coordinates meetings and travels with relevant staff, including packages containing all relevant documentation and information for accompanying staff.

Supports the Director in preparing, drafting and reviewing e-mail communications with the Executive Committee and the High-Level Steering Group and maintains electronic filing for all documentation related to the EOF governance structure.

Supports the organization and logistics of EOF governance meetings including with the Executive Committee, the High-Level Steering Group and sub-committees.

Ensures Director’s clearance of external communications with the EOF governance structure, and other partners, such as donors, UN agencies, NGOs, foundations and governments.

Ensures Directors‘ endorsement for recruitments, financial commitments, human resource commitments and legal agreements.

The Executive Assistant will provide shared operational support to the EOF Secretariat, consisting of fourteen staff members, to achieve concrete and sustainable results in education. The position will be expected to ensure the successful incorporation of procedures and systems and provide quality administrative support to the Secretariat’s work.

Provide office management and administrative support

Serve as back-up to the Sr Operations Associate G-7 in EOF; back-up HR LFP, Attendance Focal Point and APPROVA VISA manager.

Focal point for system access and office space/logistics arrangements.

Back up for the travel focal point for EOF Secretariat - processes travel requests in line with UNICEF procedures; Responsible for administrative documentation like visa, security clearance.

Provides travel assistance to staff members in section for travel arrangements and entitlements based on the organization’s rules and policies.

Briefs/de-briefs staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.

Monitors travel reports and certification and report back to the team.

Events/Logistics

Supports team building events by making the logistical arrangements, engaging with facilitators, caterers and hosts.

Supports effective administration of virtual and in-person events organized by the Secretariat; including leading logistics, supporting external communications, taking minutes.

Arranges times through liaising with participants over availability.

Liaises with budget focal points and section over costs and needs.

Prepares and maintains agendas on meetings and events related to the work group commitments.

Perform other tasks as assigned.

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

Secondary education degree with university level courses in business administration or equivalent specialized training in operations highly desirable.

A minimum of six (6) years of relevant professional experience as Executive Assistant with solid responsibility for managing complex diary, complex international travel, high level partners and stakeholders etc. Experience working in a diverse and complex environment is highly desirable.

Training and experience using MS Word, Excel, PowerPoint, SharePoint, Teams etc.; knowledge of integrated management information systems required.

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.

Fluency in English is required. French or Arabic is a strong asset. Knowledge of another official UN language (Chinese, Russian or Spanish) is an asset.

For every Child, you demonstrate...

UNICEF’s values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The UNICEF competencies required for this post are...

Demonstrates Self Awareness and Ethical Awareness (1)

Works Collaboratively with others (1)

Builds and Maintains Partnerships (1)

Innovates and Embraces Change (1)

Thinks and Acts Strategically (1)

Drive to achieve impactful results (1)

Manages ambiguity and complexity (1)

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

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 also adheres to strict child safeguarding principles. All selected candidates will be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. 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.

Remarks:

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

Your appointment is limited to EOF, a UNICEF hosted fund. While UN staff regulations and rules, as well as UNICEF policies and procedures, apply to you during your appointment, certain provisions therein may apply to you differently due to the limited scope of your appointment. In particular, during your appointment in EOF, you will not be considered eligible for conversion to a Continuing Appointment as per UNICEF Administrative Instruction on Continuing Appointment (CF/AI/2017-002) or any revision thereof. In the event that your post is abolished, the priority granted and other support provided to staff on abolished posts in staff selection processes will only be extended to posts within EOF not to other posts in UNICEF.

To secure a UNICEF appointment outside EOF, you will need to be selected in a competitive recruitment exercise. Upon selection for a UNICEF post outside of UNICEF hosted funds, the period you have served with the UNICEF hosted fund will count towards eligibility for a continuing appointment.

For internal candidates:

To return to a UNICEF appointment outside EOF, you will need to be selected in a competitive recruitment exercise. Upon selection for a UNICEF post outside of UNICEF hosted funds, the period you have served with the UNICEF hosted fund will count towards eligibility for a continuing appointment.

Advertised: Aug 31 2021 GMT Daylight Time Application close: Sep 19 2021 GMT Daylight Time

Link to the organization’s job offer: https://unjobs.org/vacancies/1630529186507