Job no: 496632
Work type: Fixed Term Staff
Location: United States of America
Categories: P-2, Executive Management
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world’s leading children’s rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children’s survival, protection and development. The world’s largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Purpose of the Position
Under the guidance of Director & Chief of Staff, the incumbent will be responsible for managing the efficient operation of the Chief of Staff’s office in all aspects of his/her work including administrative and managerial areas, through managing email and correspondence, planning and coordinating with other parts of UNICEF and beyond, and contributing to the overall activities within the Office of Executive Director (OED) to achieve results.
Key Expected Results
1.Support for Effectiveness and Efficiency
-Establish and maintain effective procedures for the Chief of Staff to manage, coordinate and track a high volume information in order to achieve results and maintain efficient and smooth liaison between the office of Executive Director, New York Division Directors, Regional Directors and external contacts.
-Manage the daily priorities of the Chief of Staff, identify opportunities for efficiencies; arrange and participate in meetings involving the Chief of Staff.
-Review all incoming correspondence and respond as appropriate. Determine routing and system for action and follow up with Senior Staff in the Office of Executive Director and beyond.
-Meet daily with the Chief of Staff to discuss and plan the management of priority items, the sensitive issues, the long term planning and anticipation of upcoming needs and deadlines of the office.
-Identify and have a strong understanding of organizational priorities in order to provide timely, relevant and strategic support for the Chief of Staff.
-Contribute to the establishment of guidelines and systems for dealing with high-level contracts, both internally and externally, at the Secretariat and beyond.
-Draft sensitive and important correspondence on behalf of the Chief of Staff for review of the Executive Director and other Senior Staff members.
-Review documents prepared for the Chief of Staff’s clearance or signature, redrafting where necessary after appropriate consultation and research.
-Organize the DED/COS meetings, including preparing the agenda, minutes and following up on action points.
-Remain abreast of the daily calendar, upcoming trips, decisions and priority issues for the Executive Director in order to strategically support the Chief of Staff route the most critical information to the Executive Director.
2.Support for Divisional Management for Results
-Co-ordinate with the Global Management Team on behalf of the Director and Chief of Staff to establish the priorities and agenda for Global Management Team meetings and write the GMT minutes. Work with the Chief of Staff on all GMT actions and follow-up items. Determine and implement ideas to increase the efficiency of these meetings.
-Track the follow up actions from the Daily meeting of the Executive Director, Deputy Executive Director’s and Chief of Staff.
-Work with the Chief of Staff to determine the agenda for OED Advance meetings / OED retreats. Monitor follow up actions.
-Attend meetings / discussions within or outside the OED that require the Director and Chief of Staff’s attention but not participation – prepare appropriate briefing materials and draft action points and minutes.
-Support the Executive Manager Planning in preparation of the OED Office Management Plan, OED work-Plan, and OED decisions.
3.Operational Support for OED’s activities
-Develop and OED Communication Toolkit for UNICEF intranet. Update the Toolkit as necessary and communicate with the wider organization.
-Carry out special assignments including event management, travel planning and background research on selected topics.
-Support the Chief of Staff prepare for external conferences and speaking engagements. Coordinate with external parties and review talking points and oversee logistics.
Qualifications of Successful Candidate
-An advanced university degree (Master’s) in Communications, Administration, Humanities, International Relations, Social Sciences or a related field(s) is required.*
*A relevant first-level university degree (Bachelor’s), in combination with 2 years of additional relevant work experience, may be accepted in lieu of the advanced university degree.
A minimum of two (2) years of relevant experience in communications, external relations or project administration is required.
-Prior work experience within UNICEF policies and programmes and familiarity with the organization and structure of UNICEF at global, regional and country office level is highly desirable.
-Advanced knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint), and Intranet is desired.
-Fluency in English (written & verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Competencies of Successful Candidate
- Excellent interpersonal skills for building. effective collaboration with senior staff across the organization.
- Ability to work under pressure and to maintain high professional standards.
- Ability to use initiative in day-to-day work as well as circumstances that requirement urgent decision making.
- Good judgment, decision making ability, tact, diplomacy, political sensitivity and analytical ability
- Strong negotiation skills.
- Confidence and maturity.
- Proven skills in communication and ability to express clearly and concisely ideas and concepts in written and oral forms.
Link to view our competency framework: http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf
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