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Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision

15/02/2024

6 minutes read

Executive Assistant

Department/Office: CRP, EO, Executive Office

Contract Type: Fixed Term

Contract Level: G7

Duration: One year initially, renewable subject to satisfactory performance and funding availability

Application Period: 02-Feb-2024 to 18-Feb-2024

Table of Contents

Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision

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Introduction: The Executive Assistant – Senior Associate plays a pivotal role within the Executive Office at the United Nations Office for Project Services (UNOPS). This position is situated in Copenhagen, Denmark, and supports the Executive Director, two Deputy Executive Directors (DED), and the Chief of Staff. The Executive Office operates within a dynamic and agile environment, requiring seamless coordination, effective communication, and robust administrative support to ensure the smooth functioning of executive operations. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision

Background Information – Job-specific: The Executive Assistant – Senior Associate functions as a key member of the Executive Office support team. This team is responsible for providing comprehensive assistance to senior leadership, facilitating decision-making processes, and fostering effective communication both internally and externally. By offering dedicated support to the Deputy Executive Directors, the Executive Assistant – Senior Associate contributes to the strategic objectives of UNOPS and promotes the organization’s mission of sustainable development and capacity-building initiatives worldwide. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision

Functional Responsibilities:

Secretarial Support:
- Calendar Management: The Executive Assistant – Senior Associate oversees the calendars of the two Deputy Executive Directors, ensuring optimal scheduling and coordination of appointments, meetings, and engagements. This involves proactively managing conflicting priorities, anticipating scheduling conflicts, and making adjustments as necessary to accommodate evolving priorities. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
- Mission Coordination: In collaboration with country offices and other stakeholders, the Executive Assistant – Senior Associate assists in planning and coordinating missions undertaken by the Deputy Executive Directors. This includes drafting comprehensive agendas, arranging logistics, and liaising with relevant parties to ensure seamless execution. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
- Conference and Meeting Planning: The incumbent prepares and maintains a calendar of proposed conferences, meetings, and events to be attended by the Deputy Executive Directors. This entails conducting thorough research, coordinating participation, and providing logistical support to facilitate their engagement in various forums and gatherings. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
- Meeting Logistics: With meticulous attention to detail, the Executive Assistant – Senior Associate organizes meeting logistics, including venue arrangements, equipment setup, and documentation preparation. Moreover, the incumbent is responsible for capturing accurate meeting minutes and action items, ensuring alignment with established objectives and outcomes. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
Communication and Knowledge Management:
- Stakeholder Liaison: Acting as a primary point of contact, the Executive Assistant – Senior Associate communicates effectively and professionally with internal and external stakeholders on behalf of the Deputy Executive Directors. This entails maintaining open lines of communication, responding to inquiries promptly, and representing the office with integrity and diplomacy.
- Document Approval Processes: With a keen understanding of organizational protocols and procedures, the incumbent adheres to appropriate approval processes for documents requiring the signature of the Deputy Executive Directors. This involves reviewing, editing, and finalizing correspondence, reports, and other official communications to ensure accuracy, clarity, and compliance with established guidelines.
- Correspondence Drafting: The Executive Assistant – Senior Associate is responsible for drafting routine correspondences on behalf of the Deputy Executive Directors, including letters, emails, and memoranda. By exercising sound judgment and attention to detail, the incumbent ensures that all communications reflect the official stance and messaging of the Executive Office. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
- Contact Management: Maintaining comprehensive lists of internal and external contacts, the Executive Assistant – Senior Associate facilitates efficient communication and collaboration across various stakeholders. This involves updating contact databases, tracking interactions, and ensuring the accessibility and accuracy of contact information for reference and outreach purposes.
Administrative and Logistical Support:
- Travel Management: Managing all aspects of travel arrangements for the Deputy Executive Directors, the Executive Assistant – Senior Associate ensures smooth and hassle-free travel experiences. This includes coordinating visa applications, booking transportation and accommodations, arranging security clearances, and providing logistical support throughout the travel process. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
- Procurement and Financial Management: As delegated, the incumbent undertakes procurement processes or processes payments on behalf of the Executive Office, adhering to established policies and procedures. This may involve sourcing vendors, obtaining quotes, processing invoices, and maintaining accurate financial records to support budgetary requirements and reporting obligations. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
- Information Capture and Presentation: With a knack for synthesizing complex information, the Executive Assistant – Senior Associate captures, analyzes, and summarizes data to support decision-making processes and facilitate informed presentations. This includes preparing presentation slides, compiling data reports, and assisting in the elaboration of resource requirements for budget submissions and funding proposals. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision
- Additional Duties: Within the scope of the position, the Executive Assistant – Senior Associate performs other related duties as required, demonstrating flexibility, adaptability, and a willingness to contribute to the overall objectives of the Executive Office. This may involve providing ad hoc support, participating in special projects, or assisting colleagues as needed to ensure the effective and efficient functioning of the office. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision

Competencies: The Executive Assistant – Senior Associate exemplifies a range of competencies that are essential for success in this role:

Respect and Diversity: Demonstrates respect for all individuals and upholds organizational norms, fostering an inclusive and supportive work environment.
Collaboration and Leadership: Acts as a positive role model, collaborates with others, and supports the development of team members, fostering a culture of teamwork and mutual respect.
Stakeholder Engagement: Understands the impact of the role on all partners and prioritizes beneficiary needs, building and maintaining strong external relationships to advance organizational objectives.
Efficiency and Resource Management: Efficiently establishes action plans, optimizes resource utilization, and takes initiative to identify opportunities for improvement, maximizing impact and outcomes.
Adaptability and Innovation: Adapts to changing circumstances, reflects on experiences, and applies creative problem-solving techniques to overcome challenges and drive continuous improvement.
Communication and Conflict Resolution: Expresses ideas clearly and concisely, actively listens to others, and handles conflict effectively by finding common ground and promoting constructive dialogue.

Education/Experience/Language Requirements: To qualify for the Executive Assistant – Senior Associate position, candidates must meet the following criteria: Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision

Education: A High School Diploma is required, while a Bachelor’s or Master’s degree is desirable and may substitute some of the required years of experience.
Experience: Candidates should have a minimum of seven years of relevant experience (or less, depending on academic credentials) in providing support and assisting senior-level management positions. Experience in public relations, communications, and knowledge of UN/UNOPS rules and procedures is preferred.
Language Requirements: Fluency in English is required, while fluency in another UN official language is desirable. Discover Your Potential: UNOPS is Looking for an Executive Assistant to Contribute to Their Vision

Contract Type, Level, and Duration:

Contract Type: Staff
Contract Level: G7
Contract Duration: The initial contract is for one year, renewable subject to satisfactory performance and funding availability.

Additional Information:

UNOPS does not accept unsolicited resumes and only shortlisted candidates will be contacted for further assessments.
Applications received after the closing date will not be considered.
UNOPS is committed to diversity and equal employment opportunities, encouraging qualified women and candidates from underrepresented groups to apply.
Reasonable accommodations are available for assessment processes upon request.

Terms and Conditions:

UNOPS reserves the right to appoint at a lower level than advertised based on candidate qualifications and experience.
Background checks are conducted on potential personnel as part of the recruitment process.
All personnel are expected to adhere to UNOPS policies, instructions, and accountability frameworks, demonstrating an understanding of the Sustainable Development Goals (SDGs) and promoting UN core values and the UN Common Agenda.