Executive Associate
JOB DETAIL
On 24 February 2022, the military of the Russian Federation invaded Ukraine, with strikes across the territory of Ukraine. Since then, Russia’s invasion imposes a severe humanitarian and socio-economic toll, global energy and food crisis, large-scale destruction of the country’s infrastructure, and disruptions in the provision of critical services and degradation of social fabrics and communities’ ties, triggering one of the world’s most significant forced displacements.
Severe attacks on energy and critical infrastructure facilities leave millions of people without electricity, water or heating supply, struggling to access water, food, health services, materials to repair homes, among others. The continued attacks cause substantial damage to the country’s economy and agricultural production, and also affect the poorest countries worldwide.
UNOPS support to partners spans the humanitarian-development nexus from emergency response to building back better, across the housing, health, education, transport, energy and mine action sectors, through infrastructure, procurement and technical assistance / project management interventions, with the ultimate aim of supporting the country on its EU accession and in its achievement of the Sustainable Development Goals
Background information – job specific
Under the guidance of the Country Director, the Administration Associate (Executive Associate) ensures effective and efficient functioning of the Management Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Administration Associate works in close collaboration with UNOPS personnel, Office Leadership and Management Team, UN Agencies and senior government officials and other partners to ensure efficient flow of information, actions on instructions, agendas.
Summary of key functions:
- Effective and efficient functioning of UNOPS Ukraine Management Office
- Effective communications and administrative support;
- Successful collaboration and maintenance of strong relations between internal and external stakeholders;
- Facilitation of knowledge building and management.
Ensures effective and efficient functioning of the Management office focusing on achievement of the following results:
- Support the Country Director in the administrative tasks related to the management of the UNOPS Ukraine Country Office, enhancing an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team.
- Manage efficiently and discreetly UACO Management office’s schedules and calendars, organizing official meetings in accordance with applicable protocol
- Organize regular and ad-hoc meetings; prepare meeting agenda, minutes and summaries of actions to be taken; track progress on planned issues; follow-up with focal points.
- Coordinate and/or organize visits of high level UNOPS, UN, and Partner Organization officials.
- In cooperation with the admin team, support and provide input for the organization of special corporate events, such as luncheons, receptions, dinners for high-level invitees from international missions, governments, UN agencies, governmental/non-governmental organizations and other partners.
- Help the Management Office to establish and maintain an effective network and exchange of information with internal and external partners.
- Organize and ensure effective communication systems for the Management Office and for the Office in general with internal interlocutors and external partners.
- Ensure adherence to appropriate protocol and correspondence guidelines as well as by the Office team when communicating with Government and other external partners;
- Be the protocol and liaison focal point between UNOPS Ukraine and the UN Resident Coordinator’s Office in Ukraine.
- May have ad-hoc designated transactional role in OneUNOPS/Enterprise system
Ensures provision of effective communications and administrative support to the Management office focusing on achievement of the following results:
- Initiate, maintain and overall handle written and verbal communications on behalf of Management Office, clear outgoing correspondence for supervisor’s signature, solicit pre-clearances and further action by other personnel when so required.
- In agreement with the Country Director, initiate and coordinate the information flow in the office and dissemination to personnel as required.
- Facilitate information sharing between all divisions of the UACO office.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Regional Office and/or Headquarters.
- Prepare routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
- Prepare slides and tables ensuring appropriate style and accuracy of information as requested by the Country Director and/or Management office.
- In cooperation with the admin team, manage the Management team’s official missions and representation schedule, as well as related travel arrangements.
- Prepare high-quality briefing materials for the Country Director for appointments, meetings, missions.
- Prepare proposals to change priorities, appointments and scheduling conflicts, office and help streamline office procedures between the supervisor’s office and subordinate divisions.
- Provide all other related administrative, logistical, protocol and secretary services for the Country Director.
Ensures successful collaboration and maintenance of strong relations between internal and external stakeholders by coordinating their engagement and focusing on achievement of the following results:
- Support the Management Office in identifying local stakeholders and, in agreement with the CD, initiate conversations which could contribute to pursue the strategic objectives of UACO.
- Develop and maintain effective communications with counterparts at other UN agencies in Ukraine.
- Interact with the UN Resident Coordinator Office, prepare talking points for the meetings between Resident Coordinator and Ukraine Management Team.
- Where applicable, provide support and advice as well as maintaining communications and liaising with the Ministry of Foreign affairs of Ukraine on protocol matters.
- Draft agendas for official meetings and events in coordination with the Ministry of Foreign Affairs and other ministries involved in the programme activities of UNOPS.
- Prepare the background documents for high level officials at the Government of Ukraine.
Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:
- Support the Country Director to deliver corporate UNOPS initiatives that span across the country team and within the ECR context, with the view of meeting corporate objectives and in support to implement organizational policies and priorities.
- Contribute to knowledge networks and communities of practice
- Contribute to the development and positioning of UNOPS in Ukraine by way of advice and recommendations;
Education
- High School Diploma is required
- Bachelor’s degree preferably in Business or Public Administration, or related fields may be accepted in lieu of years of experience.
Experience
- With a high school diploma, 6 years of experience in providing support to the senior management in general business administration
- Experience in public relations and communication with senior officials, representatives of the diplomatic missions and NGOs is desirable.
- Knowledge of UN rules and regulations, government directory, NGOs, UN agencies, embassies, other offices, etc. is desirable.
Language requirements
- Fluency in written and oral English and Ukrainian is required.
- Knowledge of another UN working language is desirable.
| Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion. |
| Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles. |
| Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role). |
| Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries. |
| Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements. |
| Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving. |
| Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground. |
Contract type: ICA
Contract level: Local ICA Support
Contract duration: Ongoing ICA – ‘Open-ended, subject to organizational requirements, availability of funds and satisfactory performance
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
- Please note that UNOPS does not accept unsolicited resumes.
- Applications received after the closing date will not be considered.
- Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
- UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
- Qualified women and candidates from groups which are underrepresented in the UNOPS workforce are encouraged to apply. These include in particular candidates from racialized and/or indigenous groups, members of minority gender identities and sexual orientations, and people with disabilities.
- We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.
Terms and Conditions
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
- For retainer contracts, you must complete a few Mandatory Courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. For more information on a retainer contract here.
- All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
- It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.
