Background

Under the guidance and direct supervision of the  UNOCHA, Head of Office (HoO), the Executive Associate to HoO ensures effective and efficient functioning of the HoO office, full confidentiality in all aspects of assignment, secretarial works, general admin work for HoO office, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate to HoO works in close collaboration with UNOCHA staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Ensures effective and efficient functioning of the HoO office focusing on achievement of the following results:

• Maintenance of the supervisor’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 supervisor for appointments, meetings, missions;
• Management of HoO missions and representation schedule;
• Maintenance of rosters of high-level partners, telephone lists;
• Preparation of correspondence, directives, comments on behalf of HoO for his/her signature and making follow-up when required;
• Use of automated office management systems for effective functioning of the HoO office;
• Support the organization of meetings, conferences, consultations with other agencies and partners on humanitarian and emergency relief-related matters;
• Provide support for the preparation of briefing materials and presentations and provide up-to-date analysis on trends and developments in the humanitarian situation;
• May undertake mission/field work in support of the above activities, e.g. specific administrative, operational/control tasks for coordination activities;
• Support the HoO in coordination, monitoring, Planning, Reporting, Information Management, Administration, Public Information units;
• liaise with diverse organizational units to initiate requests; process and follow-up on administrative actions and resolve issues related to implementation of humanitarian activities. Provide secretariat services, draft and circulate agenda notes to members/participants; assemble background documentation; draft minutes of meetings; and monitor follow-up actions.

Ensures general administrative support function:

• Preparation of informal translations. Assist in drafting Note verbal for UNOCHA;
• General Admin Support including facilitate  R n R and Leave for HoO;
• Keep record of Travel documents including Travel Authorization, boarding pass;
• Arrange NV for HoO ‘s Mission, reservation of ticket, arrangement of vehicle, security clearance;
• Follow up for  approval NV for visa and get visa sticker on UNLP/Passport of HoO in coordination with visa/admin unit;
• Facilitate to get approval on payment request, Travel authorization, F 10 Claim, memo, R n R and leave of staff submitted via Administration. Safe guards of those documents etc.;
• Carries out other duties as required.

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;
• Facilitation of information sharing between different Unit of UN OCHA;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to HoO;
• Screening of all incoming calls and correspondence. Manage chronological filing system and maintain confidentially of the documents;
• Coordinate with UNDP ,manage UN holidays , working hours and circulate those to UNOCHA, Syria staff after the approval of HoO;
• 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. Provide complete support to HoO as Executive Associate;
• Organization of trainings to UN staff on coordination, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the HoO office.  Accurate analysis and presentation of information strengthens the capacity of the HoO office and promotes the image of UN/UNOCHA as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:       

• Building Strategic Partnerships;
• Maintaining information and databases;
• Executive support;
• Analyses general information and selects materials in support of partnership building initiatives;
• Promoting Organizational Learning and Knowledge Sharing.

Basic research and analysis:

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise:

• Fundamental knowledge of processes, methods and procedures;
• Understands the main processes and methods of work regarding to the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning;
• Demonstrates good knowledge of information technology and applies it in work assignments;
• Perform other duties as required.

Promoting Organizational Change and Development:

• Presentation of information on best practices in organizational change;
• Documents ‘best practices’ in organizational change and development within and outside the UN system;
• Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

• Data gathering and implementation of management systems;
• Uses information/databases/other management systems;
• Provides inputs to the development of simple system components.

Client Orientation:

• Maintains effective client relationships;
• Reports to internal and external clients in a timely and appropriate fashion;
• Organizes and prioritizes work schedule to meet client needs and deadlines;
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients;
• Responds to client needs promptly.

Promoting Accountability and Results-Based Management:

• Gathering and disseminating information;
• Gathers and disseminates information on best practice in accountability and results-based management systems;
• Prepares timely inputs to reports;
• Maintains databases.

Core Competencies:

• Demonstrating/safeguarding ethics and integrity;
• Demonstrate corporate knowledge and sound judgment;
• Self-development, initiative-taking;
• Acting as a team player and facilitating team work;
• Facilitating and encouraging open communication in the team, communicating effectively;
• Creating synergies through self-control;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member;
• Informed and transparent decision making.

Required Skills and Experience

Education:         

• High school with specialized secretarial training;
• University Degree or equivalent would be desirable, but it is not a requirement.

Experience:       

• 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web based management systems.

Language:          

• Fluency in English and Arabic national language of the duty station.