Overview

The Executive Associate provides procedural communications, operations, and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor’s day-to-day activities in the Office of the Regional Director for ESAR.

Tasks Summary

• Manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
• Maintain the Deputy Regional Directors’ calendar and arrange meetings.
• Organize official travel on behalf of Deputy Regional Directors.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.
• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Prepares and maintains records, documents and control plans for the monitoring of project/programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR.
• Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
• Maintain up-to-date vendor lists, partners, and consultant rosters.

Experience Requirements

• Minimum of three (3) years of relevant administrative, executive support, or office management experience is required; six (6) years or more is considered an advantage.
• Experience supporting senior management and/or working in the UN system or an international organization is an asset.

Qualification Requirements

• Bachelor's degree in Project Management

Other Details

Languages Required: English, Level: Fluent, Required

Languages Preferred: Kiswahili, Level: Working knowledge, Desirable

Contract Duration: 12 months (with possibility of extension)

Work Modality: Onsite

Remuneration: