Overview
The Executive Associate ensures the effective and efficient functioning of the OCHA oPt office, managing information flow, coordinating activities, and providing administrative support to the Head of Office.
Key Responsibilities
- Acts as Personal Assistant to Head of Office
- Arranges appointments and maintains the calendar of the Head of Office and Deputy Heads of Office
- Organizes meetings with high-ranking officials, prepares background material, acts as interpreter when required and/or takes minutes
- Prepares correspondence, directives, and comments for the Head of Office’s signature
- Liaises with Administration on Heads of office’s travel plans and prepares security clearance requests
- Coordinates and liaises between Head of Office, Deputy Heads of Office, and Heads of Units
- Maintains protocol procedures
- Prepares high-quality briefing materials for HoO and DHoOs
- Assembles and maintains strategic coordination data and takes minutes
- Prepares informal translations
- Manages OCHA oPt missions and representation schedule
- Maintains rosters of high-level partners
- Uses automated office management systems
- Follows up on deadlines, commitments, and actions taken
- Maintains the filing system ensuring safekeeping of confidential materials
- Coordinates the information flow in the office
- Facilitates and organizes information sharing between the Humanitarian Country Team and OCHA
- Prepares for donor briefings
- Contributes to knowledge networks and communities of practice
- Organizes specialized training for secretaries
- Organizes training to UN staff on coordination, administration and protocol issues
Required Experience
- 6 years of progressively responsible administrative or programme experience is required at the national or international level with High School Diploma.
- OR 3 years of progressively responsible administrative or programme experience is required at the national or international level with First University Degree.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc)
- Experience in handling web-based management systems
- Experience with the United Nations is an asset.
Qualifications
- High School Diploma with specialized secretarial training.
- OR First University Degree in Business Administration, Public Administration or any other related field is desirable but not a requirement.
