Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. https://www.undp.org/careers

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

The UN Office for the Coordination of Humanitarian Affairs (OCHA) is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness, prevention and facilitate sustainable solutions.

This job opening is being advertised for the position of Executive Associates GS-6 located in the OCHA Abuja Office and reports to the Head of Office (HoO).

Duties and Responsibilities

Under the direct supervision of the Administrative and Finance Officer, the Executive Associates will be responsible for the following duties:

1. Ensures effective and efficient functioning of the HoO’s office focusing on achievement of the following results:
   • Maintenance of the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
   • Maintenance of protocol procedures.
   • Preparation of high-quality briefing materials for HoO’s appointments, meetings, missions.
   • Preparation of informal translations.
   • Management of HoO’s missions and representation schedule.
   • Maintenance of rosters of high-level partners, telephone lists.
   • Preparation of correspondence, directives, comments on behalf of the HoO for his/her signature and making follow-up when required.
   • Use of automated office management systems for effective functioning of the HoO’s office.
2. Ensures provision of effective communications support to the office focusing on achievement of the following results:
   • Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
   • Coordination of the information flow in the office, follow up on circulation files.
   • Facilitate information sharing with the UNCT.
   • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.
   • Screening of all incoming calls and correspondence.
   • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
3. Ensures facilitation of knowledge building and management focusing on achievement of the following results:
   • Sound contributions to knowledge networks and communities of practice.
   • Organization of specialized trainings for secretaries.
   • Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies

PROFESSIONALISM:

Ability to perform a variety of repetitive and routine tasks and duties related to general administration support. Ability to handle a large volume of work possibly under time constraints. Good knowledge of administrative rules and regulations. Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation etc. Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service. Ability to organize and complete multiple tasks by establishing priorities.

Teamwork:

Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

PLANNING & ORGANIZING

Organizes and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships. Plans, coordinates and organizes workload while remaining aware of changing priorities and competing deadlines. Demonstrates ability to quickly shift from one task to another to meet multiple support needs. Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.

Required Skills and Experience

Education:

• Secondary education is required.
• A University degree or equivalent is desirable

Experience:

• A minimum of 4 years of progressively responsible experience in administration is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
• Experience in handling web-based management systems is desirable.
• Experience working with the UN or other international organizations is desirable.
• Experience working in a front office or executive assistant role is desirable

QUALIFIED FEMALE CANDIDATES ARE STRONGLY ENCOURAGED TO APPLY

Disclaimer

Important information for US Permanent Residents ('Green Card' holders) https://jobs.undp.org/cj_us_permanent_card_holders.cfm

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.