Overview
The Executive Associate provides procedural communications, operations, and administrative support services to enhance the smooth running of the supervisor's day-to-day activities and section. The role involves representing the supervisor in initiating, following up on, and resolving administrative requests and protocol issues.
Key Responsibilities
- Manage incoming and outgoing correspondence, emails, and telephone calls on behalf of the supervisor.
- 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 ensure timely submissions by staff of reports, correspondence, and other documents.
- Maintain the supervisor’s calendar and arrange meetings.
- Organize official travel on behalf of the supervisor.
- Prepare briefing materials for official trips or meetings.
- Prepare documentation for the supervisor’s signature, reviewing for style, factual, and grammatical accuracy.
- Support capacity development activities and conferences by making logistical arrangements.
- Maintain and update a system that monitors staff absence.
- Support the management of administrative supplies and office equipment, and update inventory.
- Provide support on budget revision/preparation, implementation status, funding utilization, and financial closure.
- Monitor budgets and financial expenditures, ensuring compliance with UNICEF rules and regulations.
- Prepare and maintain records, documents, and control plans for project/programme implementation monitoring.
- Carry out transactions in VISION pertaining to grants, such as registering grant allotments and tracking expiring programme grants.
- Guide managers in the process of PCA/SSAs.
- Facilitate the processing of contracts for consultants and external partners.
- Maintain up-to-date vendor lists, partners, and consultant rosters.
Required Experience
At least 6 years of relevant administrative work experience is required or a combination of relevant higher education and experience.
Qualifications
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
