Асистент керівника

Офіс ООН з Координації Гуманітарних Справ шукає Асистента керівника.

Posting Title:  Executive Associate, GS6 

Deadline: 20/07/2023

This position is open to Ukrainian nationals ONLY 

BACKGROUND 

Under the guidance and direct supervision of OCHA Ukraine Head of Office (HoO), the Executive Associate works in support of and in close collaboration with all OCHA Ukraine staff, to support effective and efficient functioning of the office. The Executive Associate provides executive support to the HoO and management team, ensuring full confidentiality in all aspects of assignment, maintenance of protocol procedures and organization of office information flow as required.

The Executive Associate works closely together with the United Nation’s Resident Coordinator’s Office, other UN Agencies, humanitarian partners and national authorities.

Summary of Functions:

• Support to the effective and efficient functioning of the OCHA office
• Provision of executive support (incl. travel and logistics) to the OCHA Ukraine management team
• Secretarial and administrative support to the Head of Office and Deputy Head of Office (DHoO)

Duties and Responsibilities:

Supports effective and efficient functioning of the OCHA office focusing on achievement of the following results:

• Telephone and reception functions?
• Establish and maintain filing system and all documents recorded?
• Assist and provide secretariat support to the HoO and DHoO on bilateral and interagency meetings as required, including organization of regular and ad-hoc meetings, organization of venue, sending out invitations and agenda, sending out of minutes, reception of guests, etc.;
• Maintenance of contact lists?
• Efficient and discreet management of HoO and DHoO schedule?
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Adherence to appropriate protocol and correspondence guidelines when communicating with Government and other external partners.

Provision of executive support (incl. travel and logistics) to the OCHA Ukraine management team:

• Support travel arrangements of HoO and DHoO, including logistics matters, and preparation of travel requests and expense reports?
• Provision of information on travel including travel route and hotel arrangements;
• Processing travel authorization in line with travel entitlements, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
• Arrangements for security clearance when required;
• Hotel reservations and logistics arrangements for visiting OCHA officials;
• Arrangement for pickup of high-level officials and support to expediting of customs and immigration procedures, as necessary.

Secretarial/administrative support functions focusing on achievement of the following results:

• Set up and maintenance of the filing system ensuring safekeeping of confidential materials?
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule?
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required?
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
• Administration of travel, meetings, appointments and briefings?
• Assist in organizing interagency meetings?

• Performing any other duties assigned by the supervisor.

Impact of results: Contributing to the successful implementation of the OCHA Ukraine’s workplan to ensure an effective humanitarian coordination in Ukraine, and as such OCHA’s mandate. 

Qualifications   

Education:

• Secondary Education. Bachelor’s degree in Political Science, International Relations, Administration, Philology/Linguistics or other related field is desired but is not a requirement

Experience:

• 6 years (with secondary education) or 3 years (with Bachelor degree) of progressively responsible experience in secretarial or office management, administration, programme support, support in coordination or other related field is required. Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is required.

• Familiarity with UN system and the field of humanitarian affairs is an asset.

• Experience in UMOJA or similar web-based enterprise management system is desirable.

Language requirements :

• Fluency in English and Ukrainian (written and spoken) is required. Fluency in Russian is desirable.