Senior Executive Associate – UNICEF

Job Description

Job no	559026
Contract type	Fixed Term Appointment
Location	Sudan
Level	G-7
Categories	Administration
Advertised	30 Jan 2023 E. Africa Standard Time
Deadline	11 Feb 2023 E. Africa Standard Time

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, Hope

Sudan, surrounded by the Central African Republic, Chad, Egypt, Ethiopia, Eritrea, Libya and South Sudan, positioned next to East, West, South and North Africa, is surrounded by complex conflicts in an unpredictable, volatile and rapidly evolving region. Sudan is by size the third biggest country in Africa, with a diverse population of around 42 million people. Sudan’s children make up half of the total population, and the past two decades have seen their lives significantly improve: fewer girls and boys are dying before their fifth birthday, primary school attendance is increasing, immunization coverage is high and the country remains polio free. Still, millions of children continue to suffer from protracted conflict in Darfur, the Kordofans, and Blue Nile, from seasonal natural disasters, malnutrition and disease outbreaks, and from under-investment in basic social services. More than three million of Sudan’s school aged children are not in the classroom. UNICEF has been in Sudan since 1952 and continues with a presence in 12 of Sudan’s 18 states.

How can you make a difference? 

Summary of key functions/accountabilities:

COMMUNICATIONS SUPPORT:

• Reviews incoming correspondence, messages and documentation in the Office of the Representative

• Establishes an effective archive system of important documents and maintains up-to-date records of high-level contacts.

• Apprises the Representative of urgent and important issues. Determines routing-for-action to senior staff, follows up on the actions taken, and provides information updates on subsequent developments and issues.

• Drafts responses to written inquiries on routine questions and coordinate responses with various units/sections/field offices to sensitive inquiries

• Follows up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.

• Produces accurate translation of documents from Arabic to English and vice versa as requested by the Representative

ADMINISTRATIVE SUPPORT:

• Responsible for coordination of visits from high level officials and visitors, ensuring adherence to protocol; manages specific and programmatic requirements and organizes official receptions.

• Liaises with sections and units and external contacts and supports the follow-up on pending actions for the Representative. Advises and assists senior staff in the area of office management. Brings to the Representative’s attention any sensitivities or issues

that require intervention.

• Manages the Representative’s calendar/agenda in coordination with the Executive Specialist

• Organizes official travel and logistic arrangements on behalf of supervisor

• Prepares briefing materials for official trips or meetings

• Prepares 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 within the Office of the Representative

• Supports management of administrative supplies, office equipment, and updating the inventory of item within the Office of the Representative

In addition to the impact at the GS-7 level, s/he is accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the Representative. In addition, the post incumbent assists the supervisor in communications involving the exchange of non-routine information, which is often sensitive and confidential in nature, coordinating and following up on deadlines as well as establishing and maintaining communications with counterparts within UNICEF and partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work.

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

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 7 years of relevant administrative work experience is required. Proven knowledge of protocols and relevant experience in the UN system or INGOs is highly desirable.
• Fluency in Arabic and English, both oral and written, is required. Proficiency in Arabic/English and English/Arabic translation.

Skills:

• 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.
• Knowledge of protocols and 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.

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

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.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

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, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.
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 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.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children. For this position, eligible and suitable female candidates are encouraged to apply.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government 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.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.