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United Nations Office for Project Services (HQ)

Executive Assistant-Senior Associate

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Last update: Jun 26, 2024 Last update: Jun 26, 2024

Details

Deadline: Jul 14, 2024 Deadline for applications has passed
Location: Denmark
Job type:Contract, 12 months +
Languages:
English
 English
Work experience:Min 7 years
Date posted: Jun 25, 2024

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Description

Dutystation: Copenhagen, Denmark

Functional responsibilities


1. Secretarial support to the Deputy Executive Director - Delivery and Partnerships

  • Manage the calendars 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.
  • Within the field of the position, perform other related duties as required.

Impact of Results

The Executive Assistant - Senior Associate will play a pivotal role in ensuring effective and timely support to the Deputy Executive Director - Delivery and Partnerships.

Education/Experience/Language requirements

Education:

  • High School Diploma is required.
  • University Degree (Bachelor’s or Master’s) is desirable and may substitute some of the required years of experience.

Experience:

  • Seven (7) years of relevant experience (or less depending on academic credentials) in providing support and assisting senior-level management positions.
  • 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.

Language Requirements:

  • Fluency in English language is required.
  • Fluency in other UN official languages is desirable.
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