Executive Associate (UNOCHA)

UNDP • Picayune, MS

4h • Onsite

About The Position

This temporary job opening is being advertised for the position of Executive Associate in East Jerusalem, Occupied Palestinian Territory (OPT). Under the guidance and direct supervision of Head of Office, the Executive Associate to OCHA oPt ensures effective and efficient functioning of the OCHA oPt 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 Executive Associate to UN OCHA works in close collaboration with Front office and Operations Team in addition to NGOs, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Requirements

• High School Diploma with specialized secretarial training.
• 6 years of progressively responsible administrative or programme experience is required at the national or international level with High School Diploma.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling web-based management systems.
• Fluency in English and Arabic (both oral and written) is required.

Nice To Haves

• First University Degree in Business Administration, Public Administration or any other related field is desirable but not a requirement.
• 3 years of progressively responsible administrative or programme experience is required at the national or international level with First University Degree.
• Experience with the United Nations is an asset.
• Knowledge of the Hebrew language is desirable.

Responsibilities

• Acts as Personal Assistant to Head of Office: Arrange for appointments and maintenance of the calendar of the Head of Office and Deputy Heads of Office. Arrange meetings with high-ranking officials, organize and prepare background material for meetings, acting as an interpreter when required and/or taking minutes. Preparation of correspondence, directives, comments on behalf of OCHA oPt for the Head of Office’s signature and making follow-up when required. Liaise with Administration on Heads of office’s travel plans and prepare the security clearance requests. Coordination and liaison between Head of Office, Deputy Heads of Office and Heads of Units. Perform any other duties as may be required.
• Ensures effective and efficient functioning of the OCHA oPt office focusing on achievement of the following results: Maintenance of protocol procedures. Preparation of high-quality briefing materials for HoO and DHoOs for appointments, meetings, missions. Assemble and maintain strategic coordination data and minute taking for the Head of Office, Deputy Heads of Office and OCHA oPt meetings. Preparation of informal translations. Management of OCHA oPt missions and representation schedule. Maintenance of rosters of high-level partners, update names, addresses and telephone numbers of UN agencies, NGO’s, ministers, government officials and members of the diplomatic corps. Use of automated office management systems for effective functioning of the OCHA oPt office. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to OCHA oPt.
• Ensures provision of effective communications support to the office focusing on achievement of the following results: Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system. Coordination of the information flow in the office, ensuring a smooth flow of relevant information between units, between the main OCHA office and the sub offices as well as with the main constituencies (INGOs, NNGOs, UN, donors, HNCT). Provide necessary information and file it accordingly. Facilitation and organization of information sharing between the Humanitarian Country Team and OCHA. Preparation for donor briefings send invitations and follow up in a timely manner.
• Ensures facilitation of knowledge building and management focusing on achievement of the following results: Sound contributions to knowledge networks and communities of practice. Organization of specialized training for secretaries. Organization of training to UN staff on coordination, administration and protocol issues.
• Other tasks that may be required.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED