Operations Associate, Eastern and Southern Africa Regional Office
How can you make a
difference?
The successful individual will be responsible
for the following key accountabilities:
Provision of Communications Support
- Manage correspondence, e-mails
and telephone calls.
- Follow up on established
deadlines and ensure timely submissions by staff of reports,
correspondence and other documents.
- Attach necessary background
information and maintain a follow-up system.
- Maintain policy, confidential and
general management files.
- Check for completeness and
conformity with organizational norms all correspondences for the signature
of the Regional Director and both Deputy Regional Directors for approval.
- Communicate sensitive information
to higher level managers.
- Provide routine information
pertaining to the work of the Office of the Regional Director (ORD).
- Liaise with Country Offices and
Headquarters (HQs) to request important information as necessary.
- Collate high quality briefing
materials for the Regional Director and the Deputy Regional Directors in
addition to discussing and obtaining agenda items for appointments,
meetings, and missions
Administrative Support
- Maintain calendars and arrange
meetings for the Regional Director and the Deputy Regional Directors.
- Organize official travel for the
Regional Director, the Deputy Regional Directors and the Executive
Manager.
- Coordinate with the Heads of
Office prior to preparation of briefing materials for official trips or
meetings.
- Prepare documentation for
signature by the Regional Director or Deputy Regional Directors reviewing
for style, factual and grammatical accuracy.
- In coordination with senior staff
in the Regional Office, participate in all administrative arrangements for
meetings, such as the Regional Management Team and other special events,
workshops, seminars and special visitors by coordinating transportation,
hotel accommodation, conference room reservation, background documents,
and audio-visual equipment as required.
- Support activities and
conferences by making the travel and logistical arrangements, through
engaging with facilitators, governments, partners, country offices,
caterers, and hosts for the Regional Director and Deputy Regional Directors
and performs liaison duties with other units and executive assistants of
other UN Agencies and Heads of Office in the region.
Operations Support
- Support management of
administrative supplies and office equipment.
- Consult with both Deputy Regional
Directors and Regional Advisers and provide answers to inquiries directed
to the Regional Director from HQs, Country Offices in the region and other
UN Agencies.
- Provide quality assurance or
contracts, Memorandum of Understandings (MoUs), letters, etc., before the
Regional Director’s approval.
- Independently research files,
consult with the Deputy Regional Directors and Regional Advisers and
provide answers to inquiries directed to the Regional Director from HQ,
the 21 Country Offices in the region, other UN Agencies
- In charge of protocol matters
which include arranging meetings with high-ranking officials and arrange
official receptions given by the Regional Director. Keep lists of names,
addresses and telephone numbers of ministers, government officials and members
of the diplomatic corps.
- Provide operational and
administrative support to Operations and Supply Advisors in all logistical
and administrative arrangements for meetings by sourcing and securing
meeting venues, accommodation, background documents, and audio-visual
equipment as required.
- Support the Local Focal Point
(LFP) Finance Lead for the Regional Office with processing of invoices for
payments and Change of Funding Source requests through Service Gateway for
GSSC payment.
- Support the Programme Specialist
Harmonized Approach to Cash Transfers (HACT) in providing oversight to
Country Offices in HACT, peer reviews and audit.
- Organize official travel for the
Operations and Supply teams.
Qualifications
To qualify as an advocate for every child you will have…
- Completion of secondary education
and training for senior administrative and executive assistance.
Completion of relevant university or technical level credit courses, for
example in Public Relations, is an asset.
- A minimum of six years of
relevant administrative or clerical work experience is required.
- Previous experience working with
Senior Officials is highly desirable, preferably with hands-on experience
in a Front/Executive Office.
- Previous experience in the UN
system would be desirable
- Experience organizing events
(preferably including Heads of State/Government and Ministerial level)
- Experience dealing with
confidential matters and politically sensitive issues
- Fluency in English is required.
Knowledge of another official UN language (Arabic, Chinese, French,
Russian or Spanish) or a local language is an asset.
How to Apply