Organization: UNICEF – United Nations Children’s Fund
Location: Juba
Grade: Administrative support – GS-6, General Service – No need for Higher Education – Locally recruited position
Occupational Groups:
Administrative support
Closing Date: 2024-11-04
Join the UNICEF South Sudan Team as an Executive Associate, reporting directly to the Representative. In this role, you will collaborate closely with the Representative and other senior colleagues to ensure the efficient and effective functioning of the Office of the Representative, contributing to the delivery of impactful results for children. This challenging and exciting opportunity calls for a candidate with strong planning and organizational skills, as well as a high level of confidentiality.
UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.
At UNICEF, we are committed, passionate, and proud of what we do. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built: we offer our staff diverse opportunities for personal and professional development that will help them develop a fulfilling career while delivering on a rewarding mission. We pride ourselves on a culture that helps staff thrive, coupled with an attractive compensation and benefits package.
Visit our website to learn more about what we do at UNICEF.
For every child, hope.
How can you make a difference?
The successful candidate will ensure smooth operations in the Office of the Representative by organizing meetings and managing all incoming and outgoing correspondence requiring the attention of the Representative or other internal stakeholders. They will also oversee the Representative’s calendar, including budget management, to support the efficient functioning of the office. Additionally, this role involves facilitating the approval of travel authorizations for UNICEF’s external partners.
Key End Results:
Communication Support:
On behalf of the Representative, manage incoming and outgoing correspondence, e-mails and telephone calls.
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 ensuring timely submissions by staff of reports, correspondence, and other documents.
Administrative Support
Maintain the Representative’s calendar and arrange meetings.
Organize official travel on behalf of supervisor.
Preparing briefing materials for official trips or meetings.
Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
Operations Support:
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Maintains and updates a system which monitors the absence of staff.
Supports management of administrative supplies, office equipment, and updating the inventory of items.
Support processing of Introductory Letters to United Nations Humanitarian Air Service (UNHAS).
Budget Monitoring Support
Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
Prepares and maintains records, documents, and control plans for the monitoring of project/programme implementation.
Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring programme grants.
To qualify as an advocate for every child you will have…
Minimum requirements:
Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to business administration or another relevant technical field.
A minimum of six years of relevant administrative or clerical work experience is required.
A bachelor’s degree from a recognized academic institution in one of the above fields may replace three years of related work experience. A master’s degree may replace an additional two years.
Background/familiarity with emergency situations.
Language Requirements: Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.
Desirables:
Training and experience using MS Word, Excel, PowerPoint, and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
Thorough knowledge of UNICEF’s organizational structure, administrative policies, and procedures.
Organizational, planning, and prioritizing skills and abilities.
Ability to deal patiently and tactfully with visitors.
High sense of confidentiality, initiative, and good judgment.
Ability to work effectively with people of different national and cultural background.
Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
Developing country work experience and/or familiarity with emergency.
For every Child, you demonstrate…
UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values
The UNICEF competencies required for this post are…
(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others
Familiarize yourself with our competency framework and its different levels.
UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious or ethnic background, and persons with disabilities, to apply to become a part of the organization. To create a more inclusive workplace, UNICEF offers paid parental leave, breastfeeding breaks, and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements. Click here to learn more about flexible work arrangements, well-being, and benefits.
According to the UN Convention on the Rights of Persons with Disabilities (UNCRPD), persons with disabilities include those who have long-term physical, mental, intellectual, or sensory impairments which, in interaction with various barriers, may hinder their full and effective participation in society on an equal basis with others. In its Disability Inclusion Policy and Strategy 2022-2030, UNICEF has committed to increase the number of employees with disabilities by 2030. AtIn UNICEF, we provide reasonable accommodation for work-related support requirements of candidates and employees with disabilities. Also, UNICEF has launched a Global Accessibility Helpdesk to strengthen physical and digital accessibility. If you are an applicant with a disability who needs digital accessibility support in completing the online application, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF.
UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.
UNICEF appointments are subject to medical clearance. Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.
Remarks:
As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.
UNICEF’s active commitment to diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.
Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.
UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants’ bank account information.
All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.
Additional information about working for UNICEF can be found here.