Overview
Provide dedicated, high-level administrative and travel support to UNOPS Executive Leadership, and help ensure effective and efficient operations in the Executive Office.
Key Responsibilities
- Manage travel arrangements and logistical/administrative matters for the Executive Director and Deputy Executive Director - Delivery and Partnership, including flights, visa, hotel, security clearance, and protocol matters.
- Manage the calendar for the Deputy Executive Director.
- Manage the planning and coordination of the Deputy Executive Director’s missions, including drafting agendas.
- Prepare and maintain a calendar of proposed conferences and meetings.
- Communicate effectively and liaise with internal and external stakeholders on behalf of the Deputy Executive Director.
- Draft responses on behalf of the Deputy Executive Director, as needed.
- Respond to and/or direct inquiries to appropriate units.
- Manage procurement processes on behalf of the Executive Office.
- Process payments on behalf of the Executive Office.
- Manage reconciliation of the Executive Office credit cards.
- Collect data from relevant databases and prepare financial overviews.
- Assist managers in the elaboration of resource requirements for budget submissions.
- Plan and organize events and receptions.
- Maintain lists of contacts of internal and external stakeholders.
- Build knowledge of practices of diplomatic protocol.
- Capture and digest information and prepare presentation slides.
- Develop and maintain standard operating procedures (SOPs) for the Executive Office.
- Perform other related duties as required.
Required Experience
- Seven (7) years of relevant experience (or less depending on academic credentials) in providing support and assisting senior-level management positions.
- Experience in the usage of computers and office software packages (Google workspace).
- Experience in handling web-based management and ERP systems.
- Experience working specifically with oneUNOPS.
- 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.
Qualifications
- Required Secondary school (or equivalent) with 7 years of relevant experience OR Bachelor’s degree (or equivalent) in any discipline with 3 years of relevant experience is required.
- Desired Bachelor's degree or equivalent with 3 years of relevant experience.
- Desired Master's degree or equivalent with 1 year of relevant experience.
