Executive Associate

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.
At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.
UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.
Visit our website to learn more about what we do at UNICEF.
For every child, the right to a Champion
This position is located in UNICEF’s Evaluation Office (EO) in Rome, which serves as steward of UNICEF’s evaluation function, steering the development and implementation of evaluation policy, strategy and systems, including evaluation quality assurance processes. The Director of Evaluation reports on the evaluation function to UNICEF’s Executive Board in an annual report that includes information on selected evaluations. The Evaluation Office focuses on promoting an enabling environment for evaluation and providing ready access to evaluation information. It also commissions independent corporate evaluations, usually conducted in collaboration with external consultants, and undertakes evaluation capacity development within and outside the organization.
How can you make a difference?
Under the supervision of the Director of Evaluation, the Executive Associate is accountable for procedural communications, operations, and administrative support services, as well as specialized administrative functions, to ensure the smooth running of the supervisor’s day-to-day activities, the Evaluation Office, and the evaluation function more broadly. The Executive Associate also represents the supervisor, initiating, following up on, and resolving administrative requests.
Purpose of Position and Key Functions:
Communications Support:
On behalf of the supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
Communicate sensitive information to higher-level managers.
Provide routine information about the work of the Evaluation Office.
Draft responses to written inquiries on routine questions.
Coordinate responses to sensitive inquiries.
Follow up on established deadlines and ensure timely submissions by staff of reports, correspondence and other documents.\
Administrative Support:
Maintain the supervisor’s calendar and arrange meetings.
Organize official travel on behalf of the supervisor.
Prepare briefing materials for official trips or meetings.
Prepare documentation for the supervisor’s signature, reviewing for style, factual and grammatical accuracy.
Operations Support:
Support capacity development activities and conferences by making logistical arrangements, through engaging facilitators, caterers and hosts.
Maintain and update a system which monitors the absence of staff.
Support management of administrative supplies, office equipment, and updating the inventory of items.
Budget Monitoring Support:
Provide support on budget revision/preparation, implementation status, determination of the position of funding utilization, operational, and financial closure.
Monitor budgets and financial expenditures of the section, ensuring compliance with UNICEF rules and regulations, keeping the supervisor informed and advised on actions for decision/follow up.
Prepare and maintain records, documents and control plans for the monitoring of programme implementation.
Carry out transactions in VISION about grants for their section, such as registering grant allotments and tracking expiring programme grants.
Procurement Support:
Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR.
Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing required forms and templates, uploading the Terms of Reference to VISION, and making necessary logistical arrangements.
Maintain up-to-date vendor lists, partners, and consultant rosters.
If you would like to know more about this position, please review the complete Job Description here: JD_Executive Associate G-6 (2) (1).pdf
Minimum requirements:
Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
Work Experience: A minimum of six (6) years of relevant administrative, executive support, or clerical experience.
Skills:
The successful candidate will demonstrate strong project management, col