Executive Associate, (GS-6), Education Outcomes Fund (EOF), London, UK, post#128578, REQ#572090 (Open ONLY to UK citizens and holders of UK work permit)

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UNICEF Global


UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

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, supported by the Leadership Team (LT.)

How can you make a difference? 

The Executive Associate will provide valuable logistical and administrative support to two of the Leadership Team senior members: the EOF Chief Operations Officer (P4) and the Programme Manager (P4.)

The Executive Associate will support the Chief Operations Officer (COO) and Programme Manager (PM) by managing a range of logistical and administrative tasks in a timely and high-quality manner, will ensure that their 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.

Key functions, accountabilities and related duties/tasks:

Administrative, Operational and Executive Support

  • Supports time management and scheduling on behalf of the COO and PM: 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 COO and PM; identifies issues requiring their 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 COO and PM in line with UNICEF procedures;
  • Supports effective administration of meetings and events attended by the COO and PM; 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 COO and PM 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 COO and PM with external communications (including drafting social media posts and updating websites.)
  • Prepares the COO’s and PM’s expenses, including 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.
  • Supports the COO and PM 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 COO’s and PM’s clearance of external communications with the EOF governance structure, and other partners, such as donors, UN agencies, NGOs, foundations and governments.
  • Ensures COO’s and PM’s endorsement for recruitments, financial commitments, human resource commitments and legal agreements.
  • The Executive Associate will provide shared operational support to the EOF Secretariat, consisting of nine staff members (excluding the Director), 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 HR LFP, MDM LFP and Attendance Focal Point.
  • Backup 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

  • Performs other duties as assigned.

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

The following minimum requirements:

Education: A secondary education degree with university-level courses in business administration or equivalent specialized training in executive management support, logistics, or operations is highly desirable.

* For this position, a bachelor’s degree from a recognized academic institution in business administration, logistics or other relevant fields may replace three years of related work experience. A master’s degree may replace an additional two years.

Work Experience: A minimum of 6 years of relevant work experience as Executive Associate 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.

Skills :

  • 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.

Language Requirements: Fluency in English is required. A good working knowledge of another UN language, preferably French is an asset.

Applicants must be nationals of the United Kingdom or in possession of a valid work permit for the UK. Please upload a copy of your work permit in your application.

General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

For every Child, you demonstrate…

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

The 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 

Familiarize yourself with our competency framework and its different levels.

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, time off for breastfeeding purposes, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF does not hire candidates who are married to children (persons under 18). 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 promoting the protection and safeguarding of all children. 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.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be 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 canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. 

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions 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. 

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.

Advertised: 17 May 2024 GMT Daylight Time
Deadline: 09 Jun 2024 GMT Daylight Time

Apply now
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