Background
Under the guidance and direct supervision of the Deputy Head of Office, the Executive/Administration Associate ensures effective and efficient support to the heads of units within the Whole of Syria secretariat and Regional Office in all aspects of assignment, coordination and flow of information with other units in the office and other offices in the region, a liaison person for administration function to collaborate with the administration and logistics needs, and assist in events management and other secretarial work.
S/he replaces the Executive Associate to RHC in absence and assists in time of need and works in close collaboration with OCHA staff within the WoS secretariat, RHC/ROSC Office, OCHA Headquarters, OCHA staff within the region, UN Agencies, national authorities, and other partners to ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
- Ensures effective and efficient functioning and support to the ROSC units:
- Maintenance of the of the team calendar (with a specific focus on WoS and hub level meetings), contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes, assisting in other administration matters.
- Enter information and data into relevant databases, including contact databases, meeting schedules, assessment databases and other data inventories.
- Maintenance of work plans and monitoring implementations in collaboration with focal points
- Preparation of high quality briefing materials for appointments, meetings, missions.
- Provide support for the preparation of briefing materials and presentations
- Organizes meetings, conferences, consultations with other OCHA offices in the region, HQ, partner offices on humanitarian and emergency relief-related matters
- Preparation of informal translations.
- Management of the missions and representation schedule and in coordination of administration staff provide quality travel arrangements.
- Maintenance of rosters of partners’ contact lists.
- Preparation of correspondence, directives, comments on behalf of the Deputy Head of Office and Heads of Units, as required.
- In collaboration with administration staff of ROSC, provide efficient administrative support to the Team. This includes, management of supplies requirements for, attendance records and leave plans.
- Work with relevant office staff in order to make sure that contact directories of regional and country-level partners are updated;
- Facilitate knowledge building and sharing in the office through the organization of trainings and retreats for staff and gathering of lessons learnt and best practices
- Use of automated office management systems for effective functioning of ROSC.
- 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 OCHA country Heads of Offices in the region, OCHA HQs, and other relevant partners
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to HAO.
- 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.
- Coaching and training those that are assisting the office management activities
Impact of Results
The Programme Associate will be key in ensuring monitoring of the annual and periodic work plan of the WoS secretariat and ROSC units and managing relevant data and promoting a client-oriented approach by facilitating interactions with operational humanitarian actors within the region.
Competencies
Competencies and Selection Criteria
| Description of Competency at Level Required (For more comprehensive descriptions please see the competency inventory) |
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Core |
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Innovation Ability to make new and useful ideas work | Level 3: Adapts deliverables to meet client needs: Continually seeks improvement and agility in service delivery
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Leadership Ability to persuade others to follow | Level 3 : Determines appropriate resources, methods, partners, information and solutions
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People Management Ability to improve performance and satisfaction | Level 3: Seeks and values other’s initiatives and expertise
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Communication Ability to listen, adapt, persuade and transform | Level 3 : Proactively expresses insights and/or questions in order to contribute to clarity, accuracy, and focus in one’s work |
Delivery Ability to get things done while exercising good judgement |
Level 3: Demonstrates commitment to clients and quality
|
Technical/Functional |
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Innovation outreach and partnerships Ability to communicate within and at large, participate in peer communities and engage substantively | Level 3 Implement & Manage:
Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work |
Required Skills and Experience
Education:
Secondary Education. University Degree or equivalent would be desirable, but it is not a requirement. A specialized secretarial training is an asset.
Experience:
6 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 Requirements: Fluency in Arabic and English.