About this role
Executive Associate
OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.
OCHA's mission is to:
Mobilize and coordinate effective and principled humanitarian action i...
Executive Associate Job Type Contract Qualification BA/BSc/HND Experience 4 years Location Abuja Job Field Administration / Facilities
Duties And Responsibilities Under the direct supervision of the Administrative and Finance Officer, the Executive Associates will be responsible for the following duties:
- Ensures effective and efficient functioning of the HoO’s office focusing on achievement of the following results:
- Maintenance of the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Maintenance of protocol procedures.
- Preparation of high-quality briefing materials for HoO’s appointments, meetings, missions.
- Preparation of informal translations.
- Management of HoO’s missions and representation schedule.
- Maintenance of rosters of high-level partners, telephone lists.
- Preparation of correspondence, directives, comments on behalf of the HoO for his/her signature and making follow-up when required.
- Use of automated office management systems for effective functioning of the HoO’s office.
- 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, follow up on circulation files.
- Facilitate information sharing with the UNCT.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.
- Screening of all incoming calls and correspondence.
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
- 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 trainings for secretaries.
- Organization of trainings to UN staff on coordination, administration and protocol issues.
Experience
- A minimum of 4 years of progressively responsible experience in administration is required.
- Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is desirable.
- Experience in handling web-based management systems is desirable.
- Experience working with the UN or other international organizations is desirable.
- Experience working in a front office or executive assistant role is desirable