Provide dedicated, high-level secretarial, communication, administrative and travel support to UNOPS' Executive Leadership, particularly the Deputy Executive Director - Delivery & Partnerships, ensuring the effective and efficient operations of the Executive Office
The Executive Assistant Senior Associate provides comprehensive executive and administrative support to the Deputy Executive Director - Delivery and Partnerships, ensuring efficient and effective operation of the Executive Office. The role encompasses travel management, secretarial support, communication and information management, and other related duties as required
1. Secretarial support to the Deputy Executive Director - Delivery and Partnerships
- Manage the calendar for the Deputy Executive Director
- Manage the planning and coordination of the Deputy Executive Director’s missions, including drafting agendas in collaboration with country offices and other high-level stakeholders.
- Prepare and maintain a calendar of proposed conferences and meetings to be attended by the Deputy Executive Director
2. Communication and Information Management
- Communicate effectively and liaise with internal and external stakeholders on behalf of the Deputy Executive Director, following appropriate protocol.
- Adhere to appropriate approval processes for documents that require the Deputy Executive Director’s signature.
- Respond to and/or direct inquiries to appropriate units for timely action/response.
- Draft, on behalf of the Deputy Executive Director, routine correspondences.
- Maintain lists of contacts of internal and external stakeholders
- Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.
- Capture and digest information and prepare presentation slides, when needed.
- Develop and maintain standard operating procedures (SOPs) for the Executive Office.
3. Administrative and Logistical Support
- Manage travel arrangements for the Deputy Executive Director, including logistical/administrative matters, such as visa, hotel, security clearance, and protocol matters.
- Undertake procurement processes or process payments on behalf of the Executive Office, when requested.
- Collect data from relevant databases and prepare financial overviews in spreadsheets (Google Sheets), as required.
- Assist managers in the elaboration of resource requirements for budget submissions, as required.
- Plan and organize events and receptions with partners and other stakeholders.
4.Team building and Collaboration
- Contribute to a collaborative, inclusive, and supportive team environment through open communication, knowledge-sharing, and respectful working relationships.
- Participate in team activities and initiatives, sharing relevant information, experiences and lessons learned to support effective collaboration.
5. Additional Duties and Responsibilities
- Perform other related duties as assigned by the supervisor within the scope of the position.