Job: Executive Associate

Location: Brussels, Belgium 
Deadline: Sunday, 13 October 2013 

Description

UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need. Working in some of the world's most challenging environments, our vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.

UNOPS provides services in sustainable infrastructure, sustainable procurement and sustainable project management, with projects ranging from building schools, roads, bridges and hospitals to procuring goods and services and training local personnel.

By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.

We employ more than 6,000 personnel annually and on behalf of our partners create thousands more work opportunities in local communities. Through our headquarters in Copenhagen, Denmark and a network of regional and country offices, we oversee activities in more than 80 countries.

UNOPS is committed to achieving a truly diverse workforce.

Background Information -AEMO

Based in Copenhagen, Denmark, the Asia, Europe and Middle East Office (AEMO) supports UNOPS offices throughout the region, providing financial oversight of projects, procuring goods and services and managing human resources. AEMO helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.

Cities Alliance

The Cities Alliance is a global partnership for urban poverty reduction and the promotion of the role of cities in sustainable development. The global partnership provides grants for projects that develop national urban development policies, promote citizen engagement in urban governance and strengthen the capacity of cities to provide improved services to the urban poor. As a partnership, the Cities Alliance incorporates a diverse set of institutions in different roles, including local authorities, governments, non-governmental organizations and multilateral organizations including the United Nations Environment Programme (UNEP), the United Nations Human Settlements Programme (UN-Habitat) and the World Bank.

UNOPS has been selected as the administrator of the Programme, including serving as its Secretariat. The Cities Alliance Secretariat will be located in Brussels, Belgium.

The Executive Associate works in close collaboration with Cities Alliance Secretariat senior managers, staff, offices, and other CA and UNOPS corporate entites. Furthermore, the Executive Associate shall be the first point of contact within the Cities Alliance Secretariat for external clients, member state representatives, and any other external parties interacting with the Cities Alliance Director. The Executive Associate may be required to supervise other support staff in the Secretariat, as needs require.

Functional Responsibilities

1. Ensures effective and efficient functioning of the Cities Alliance Secretariat, focusing on achievement of the following results:

• Support to the Director in coordinating the internal governance set-up of the Cities Alliance;
• Management of the Cities Alliance Secretariat, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team;
• Coordination and organization of intra-departmental meetings of the Director and functioning as secretary for the meetings;
• Efficient and discreet management of the long-term calendar of appointments and commitments for the Director; maintenance of backup documentation and monthly update for discussion and decisions by the Director;
• Coordination with appropriate Offices, Divisions, staff, and external governing bodies on the participation of the Director at governing body meetings, preparation of agendas and supporting documentation for the Director;
• Focal point for the corporate initiatives, including Annual Meeting and bi-annual Executive Committee meetings, requested by the Director, up-date for the Director of all developments in such initiatives and monitoring of deadlines and results expected;
• Organization of special corporate events, such as luncheons, receptions for high-level invitees from missions, governments, UN agencies, governmental/non-governmental organizations and other partners;
• Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners;
• Support the development of effective systems and procedures to improve and streamline work and communication flow within the team, to meet high paced job demands and business requirements; and
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

2. Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

• Establishment/maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal;
• Establishment of an effective network and exchange of information with internal partners and important business clients; coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
• Follow up with senior managers and CA Field Staff, if applicable, on requests made by the Director; collection of reports and submission to the Director in the required format;
• Determination of work priorities, drafting of, reports, routine correspondence, interoffice circulars, general briefing notes, documents, and minutes of meetings, both internal and external (including Consultative Group meeting and Executive Committee meetings & minutes) when requested, translations when required;
• Preparation of spreadsheets, database files, presentation materials and tables ensuring appropriate style and accuracy of information;
• Management of the Director's missions and representation schedule, as well as related travel arrangements; preparation of high quality briefing materials for the Director for appointments, meetings, missions;
• Preparation of the office administrative budget plan for the submission to the Director; review and monitoring of expenditures against the administrative budget;
• Preparation of requests for recruitment of consultants for corporate requirements, including drafting/obtaining TORs, identification of consultants/firms, submission of requests to Procurement and ensuring appropriate settlement and follow-up thereof, in accordance with UNOPS guidelines;
• Set-up and monitoring of administrative procedures for the Secretariat Office to ensure a smooth flow of information and communication; recommendations to improve speed and efficiency and remove bottlenecks;
• Oversight, supervision, and coordination of the work of other support staff within Secretariat as designated by the Director;
• Screening of all incoming communications and outgoing correspondence for supervisor's signature, clearance and further action by other staff; wherever possible;
• Provision of all other related administrative, logistical, protocol and secretary services for Cities Alliance Secretariat; and
• Focal point for Secretariat's intranet, ensuring that this intranet space contains up-to-date information on activities.

3. Contributes to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Organization of training for UNOPS staff on coordination, administration and protocol issues.
• Training of new or temporary support personnel on office methods, systems and procedures.
• Sound contributions to knowledge networks and communities of practice.
• Providing logistical support for knowledge and learning events (eg, Brown Bag Lunches)

Education/Experience/Language requirements

• First degree or equivalent preferably in business administration and/or other related areas. Diploma studies in related field with extensive experience in similar responsible positions and functions an asset.
• 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level in association.
• Experience in dealing with senior officials, diplomats and the public is essential.
• Experience in UNOPS/UNDP or other UN common system agencies in the fields of finance, accounting, human resources, audit, administrative services or in other related fields highly desirable.
• Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions), experience in handling of web-based management systems.
• Fluency in written and oral English and French required. Knowledge of another UN working language, eg Spanish or Arabic, desirable.

Competencies

UNOPS Core Values/Competencies

• Integrity
• Professionalism
• Respect for Diversity
• Creativity and innovation
• Commitment to continuous Learning
• Accountability
• Planning and Organizing
• Results orientation
• Communications skills
• Teamwork skills
• Client orientation
• Technological awareness

Functional Competencies

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness

• Ability to perform a broad range of activities aimed at effective and efficient functioning of Director's office, including data/ schedule management, maintenance of protocol, information flow.
• Displays initiative, tact, and confidentiality
• Diligence, attention to critical details
• Keen sense of work priorities and resourcefulness in obtaining, researching, and coordinating the flow of important information
• Ability to supervise and train support staff
• Ability to establish priorities and to plan, coordinate and monitor own work plan and those under his/her supervision.
• Solid knowledge of administrative rules and regulations
• Solid computer skills including proficiency in Excel. Knowledge of other software applications (such as databases) and PeopleSoft ATLAS desirable.
• Ability to provide input to business processes re-engineering, implementation of new systems

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Ability to work under time/work pressure independently and in a team environment;
• Remains calm, in control and good humoured even under pressure

Contract type, level and duration

Contract type: Local ICA

Contract level: Local ICA 6

Contract duration: one year, renewable subject to available funds and satisfactory performance For more details about the ICA contractual modality, please follow this link: http://www.unops.org/ENGLISH/WHOWENEED/CONTRACT-TYPES/Pages/Individual-Contractor-Agreements-ICAs.aspx

Additional Considerations

• Please note that the closing date is midnight Copenhagen time (CET)
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• For staff positions UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.

It is the policy of UNOPS to conduct background checks on all potential recruits/interns. Recruitment/internship in UNOPS is contingent on the results of such checks.

More Info and Application