May 9 2024

Job Vacancy Specifications

Job no: 571775
Contract type: Fixed Term Appointment
Duty Station: Abuja
Level: G-6
Location: Nigeria
Categories: Programme Management
Deadline: 18 May 2024 W. Central Africa Standard Time

About UNICEF

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.

For every child, an advocate. In Nigeria, UNICEF works in a complex humanitarian and development setting to fulfill and protect children’s rights in partnership with the government, civil society, children, and families. UNICEF Nigeria is one of the largest UNICEF Country Offices globally – click the link to learn more about UNICEF in Nigeria: https://www.unicef.org/nigeria/

Job Description

How can you make a difference?

Under the direct supervision of the Programme Specialist, the Executive Associate is responsible for the front office procedural communications, operations, and administrative support services, as well as the effective management of the Representative and Deputy Representative’s agenda and administrative workload, to enhance the smooth running of the front office day-to day activities.

Summary of key functions/accountabilities:

Administrative Support
Communications Support
Logistics and Operations Support

Administrative Support:

Maintain the Representative and Deputy Representative’s calendar and arrange meetings based on established priorities.
Organize the Representative and Deputy Representative’s official travel, including coordinating with Administrative Team for flight booking, protocol, visa, etc.
With guidance of the Programme Specialist ensure the timely availability of briefing materials for official trips or meetings.
Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
Maintain up-to-date contact list of partners, donors, diplomatic corps, and government.
Keep the shared drive updated and organized.

Communications Support:

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 front office to relevant staff.
Draft responses emails and letters to high-level stakeholders as requested, and timely reply to written inquiries on routine questions.
Coordinate responses to sensitive inquiries, ensuring confidentiality and adequate management of information.
Follow up on established deadlines and ensuring timely submissions by staff of reports, supporting documentation, correspondence, and other documents.

Operation and planning support:

Supports on the coordination of meetings (CMT, PMT, All staff Meeting), workshops, high-level events, and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Maintains and updates a system to ensure the timely delivery of events and meetings, ensuring meetings rooms are booked and catering available.
Supports management of administrative supplies, office equipment, and updating the inventory of items.
Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.
Maintain up-to-date vendor lists.

If you would like to know more about this position, please review the complete Job Description here: Executive Associate G-6.docx

Requirements

To qualify as an advocate for every child you will have…

The following minimum requirements:

Education:

Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.

Work Experience:

A minimum of six years of administrative or clerical work experience is required. Prior experience in programme support functions and relevant experience in a UN system agency or organization are considered assets.
- A bachelor’s degree from a recognized academic institution in the above disciplines may replace three years of relevant experience.
- A master’s degree from a recognized academic institution in the above discipline may replace five years of relevant work experience.

Skills:

Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint.
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.

Language Requirements:

Fluency in English is required. Knowledge of another official UN language is an asset.

The following desirables:

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…

Builds and maintains partnerships
Demonstrates self-awareness and ethical awareness
Drive to achieve results for impact
Innovates and embraces change
Manages ambiguity and complexity
Thinks and acts strategically
Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, time off for breastfeeding purposes [KR5] , and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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. UNICEF is committed to promoting the protection and safeguarding of all children. All selected candidates will 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.

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.

Government employees who are considered for employment with UNICEF are normally required [LK6] 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.