Executive Assistant (Administration Associate)

Dutystation: New York, United States of America

Functional responsibilities

• Manage the Director’s calendar and schedule of meetings and appointments.
• Arrange internal and external meetings, and provide secretarial and administrative support as needed, including but not limited to the preparation of briefing files and minutes/summaries of actions to be taken.
• Manage incoming and outgoing routine correspondence, and answer queries with discretion.
• Support the Director with protocol matters.
• Liaise and coordinate with the Executive Office and other internal stakeholders on administrative and logistical matters, and facilitate the flow of information and communication between the Director and other teams within UNOPS as necessary.
• Anticipate and flag issues of administrative concern, and keep the Director abreast of new developments or changes.
• Undertake procurement processes as requested by the Director, and verify and process payments.
• Assist the Director in the elaboration of resource requirements for budget submissions as required, and monitor budget implementation/expenditures.
• Perform other duties as may be reasonably required and assigned by the Director.

• Communicate effectively and liaise with internal and external stakeholders on behalf of the Office, following protocol.
• Screen incoming correspondence and route to relevant colleagues in the Office for timely action/follow-up.
• Adhere to appropriate approval processes for documents that require signature.
• Draft routine correspondence, such as letters, memos, and note verbales.
• Maintain lists of contacts of internal and external stakeholders.
• Maintain hard copy and electronic files and reference materials, and ensure safekeeping of confidential records as required.
• Develop and maintain calendars of significant events and meetings in New York.
• Co-ordinate Office related updates to the intranet and external website.

• Manage travel for the Director and the Office and coordinate arrangements such as visa, hotel, security clearance, and protocol matters.
• Support the planning and coordination of UNOPS colleagues’ missions to NY for the Executive Board and other high-level meetings and events, including drafting agendas in collaboration with the Executive Office and other internal stakeholders.
• Support the planning of meetings, events and receptions with Executive Board member states, partners and other stakeholders, assist with protocol matters, and organize the related logistics.
• Receive officials of the UN system and senior representatives of Member States, and coordinate the logistical arrangements related to visits.

• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations system.
• Collect feedback, ideas, and internal knowledge about processes and best practices.
• Provide regular feedback on existing systems, tools and resources to ensure their relevance and assist with the preparation of standard operating procedures and other guidance documents and templates, as required.
• Support to on-boarding of new colleagues.

Education/Experience/Language requirements

• Completion of secondary education is required.
• A first-level university degree (Bachelor’s Degree), preferably in administration, management, public administration or another relevant field is desirable but not required.

• A minimum of six years of relevant experience in general administrative, logistics, or operations’ support services in national or international public or corporate organizations is required (two years of experience in combination with a Bachelor’s Degree will be accepted).
• Experience in providing administrative support and assisting senior-level management positions is required.
• Proficiency in using Google Suite and/or MS Office and handling web-based management systems is required.
• Experience in public relations and communications with senior officials and representatives of diplomatic missions is desirable.
• Experience in UN system organizations is an asset.

• Full working knowledge of English is required.
• Knowledge of another official UN language is an asset.