Executive Assistant-Senior Associate

News About Turkey - NAT
3 Min Read

UNOPS - United Nations Office for Project Services


Job categories Administration
Vacancy code VA/2024/B0002/28429
Level ICS-7
Department/office CRP, EO, Executive Office
Duty station Copenhagen, Denmark
Contract type Fixed Term
Contract level G7
Duration One year initially, renewable subject to satisfactory performance and funding availability
Application period 25-Jun-2024 to 14-Jul-2024
Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement.

Functional Responsibilities

1. Secretarial support to the Deputy Executive Director – Delivery and Partnerships

  • Manage the calendars for the Deputy Executive Director
  • Manage the planning and coordination of the Deputy Executive Director’s missions, including drafting agendas in collaboration with country offices and other high-level stakeholders.
  • Prepare and maintain a calendar of proposed conferences and meetings to be attended by the Deputy Executive Director.

2.  Communication and information management

  • Communicate effectively and liaise with internal and external stakeholders on behalf of the Deputy Executive Director, following appropriate protocol.
  • Adhere to appropriate approval processes for documents that require the Deputy Executive Director’s signature.
  • Respond to and/or direct inquiries to appropriate units for timely action/response.
  • Draft, on behalf of the Deputy Executive Director, routine correspondences.
  • Maintain lists of contacts of internal and external stakeholders
  • Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.
  • Capture and digest information and prepare presentation slides, when needed.
  • Develop and maintain standard operating procedures (SOPs) for the Executive Office.

3.  Administrative and logistical support

  • Manage travel arrangements for the Deputy Executive Director, including logistical/administrative matters, such as visa, hotel, security clearance, and protocol matters.
  • Undertake procurement processes or process payments on behalf of the Executive Office, when requested.
  • Collect data from relevant databases and prepare financial overviews in spreadsheets (Google Sheets), as required.
  • Assist managers in the elaboration of resource requirements for budget submissions, as required.
  • Plan and organize events and receptions with partners and other stakeholders.
  • Within the field of the position, perform other related duties as required.

Impact of Results 

The Executive Assistant – Senior Associate will play a pivotal role in ensuring effective and timely support to the Deputy Executive Director – Delivery and Partnerships.

Education/Experience/Language requirements

Education:

  • High School Diploma is required.
  • University Degree (Bachelor’s or Master’s) is desirable and may substitute some of the required years of experience.

Experience:

  • Seven (7) years of relevant experience (or less depending on academic credentials) in providing support and assisting senior-level management positions.
  • Experience in public relations and communications with senior officials, representatives of diplomatic missions, and NGOs is desirable.
  • Experience in UN/UNOPS rules and procedures will be an added advantage.

Language Requirements:

  • Fluency in English language is required.
  • Fluency in other UN official languages is desirable.

Apply
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