The Executive Associate works under the overall guidance of and reports directly to the Director of UNU-WIDER. Situated in the Office of the Director, the working environment entails working collaboratively with all UNU-WIDER units and teams and external counterparts for the successful achievement of the responsibilities and assigned tasks.
Within delegated authority, the Executive Associate will be responsible for the following duties within the Office of the Director, which includes the Director and Deputy Director of UNU-WIDER:
Ensures effective and efficient secretarial support to the Office of the Director:
Maintenance of the Director’s and Deputy Director’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and missions/representations schedule, including all protocol procedures and logistics requirements.
Helps manage the immediate front-office operations of the Office of the Director with respect to communications, meetings and workflow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the Director or Deputy Director’s attention.
Organizes internal, external and high-level meetings on behalf of the Director or Deputy Director, including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings, as well as logistics needs for meetings (conference room, IT, hospitality etc.) in close coordination with procurement, communications and other support units in the Institute as appropriate. Distributes meeting reports and information and ensures follows-up on required actions.
Collects on a timely manner and provides quality assurance of briefing materials for the Director or Deputy Director concerning appointments, meetings, missions and special meetings. Reviews appropriate format and style, in accordance with standard practices.
Undertakes travel arrangements for the Office of the Director, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Briefs Director or Deputy Director of important developments upon return.
Performs a variety of administrative duties, including preparing and/or processing administrative requests/documents (e.g. travel requests, expense claims, visa applications, etc.)
Preparation of correspondence, directives, comments on behalf of the Office of the Director as well as meeting minutes, reports, and other documents.
Establishes and maintains an efficient tracking systems and procedures for correspondence and documents; monitoring work progress, follow-up on deadlines, commitments made, actions taken and coordination of collection and submission of inputs to the Director and/or externally.
Provides critical support to effective and efficient communications from the Office of the Director to internal and external stakeholders:
Supports the Director and Deputy Director’s interaction with various external partners such as governmental officials, donors, civil society, UN agencies and other partners through collaborative and proactive relationship with counterparts and colleagues in those offices, in close collaboration with the Institute’s Unit on Partnerships and Programme Support.
Provides input to the Director and Deputy Director on internal and external communications (email messages, speeches, memoranda, etc.).
When required, serves as a communications link on behalf of the Office of the Director by keeping relevant internal and external stakeholders informed by conveying directives, reports, status updates, and other relevant information.
Presents proposals to eliminate communication bottlenecks in the office and streamline office procedures between the Office of the Director and the UNU-WIDER units/teams. As required, prepares and communicates new operating procedures.
Communicates sensitive information to the Director or Deputy Director and coordinates responses to sensitive inquiries on behalf of them. Exercises discretion and confidentially of complex and sensitive matters and safekeeping /filing of confidential materials.
Responds and/or directs inquiries to the appropriate UNU-WIDER Unit for timely action and/or response.
Acts as Secretary to UNU-WIDER management meetings and staff meetings and prepares minutes for circulation and follow-up action.
Acts as Secretary to the Advisory Board of UNU-WIDER:
Arranges annual meetings of the Advisory Board of UNU-WIDER, including leading on the meeting logistics and preparation of meeting documents, in close coordination with other UNU-WIDER/UNU staff as required.
Prepares meeting minutes of the Advisory Board meeting.
Maintains files of the Advisory Board.
Performs other duties as assigned by the supervisor
Qualifications:
Required Qualifications and Experience:
A bachelors’ degree (or similar) in Business or Public Administration or completion of secondary education with two years of additional experience in lieu of a bachelor’s degree
Bachelor’s degree with minimum of 4 years of administrative experience preferably in a large or international corporation or organization.
Secondary education with minimum 6 years of administrative experience preferably in a large or international corporation or organization is required
Advance knowledge in the use of computer applications and software packages (MS Word, Excel, PowerPoint, etc.) as well as web-based management systems.
Experience in drafting complex reports, communications, and presentations is required.
Ability to perform a broad range of specialized activities including data/schedule management, maintenance of protocol, information flow.
Ability to maintain confidentiality and discretion.
Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality.
Ability to organize and complete multiple tasks by establishing priorities.
Ability to handle a large volume of work possibly under time constraints.
Ability to establish, build and sustain effective relationships with clients, demonstrating understanding of client’s perspective; ability to anticipate client needs and addresses them promptly.
Excellent team player with strong interpersonal skills and ability to work in a multi-cultural, multi- ethnic environment with sensitivity and respect for diversity.
Desirable:
Experience with government senior officials or senior level officials in the UN with a thorough knowledge of UN operations, structure and administrative procedures is a distinctive advantage.
Familiarity with the UN system is an asset.
Other Desirable Skills: Initiative, strong conceptual abilities, sound judgment, drafting ability, resilience, and an interest in development work
Language Requirements:
Fluency in English is required
Knowledge of another UN official working language or Finnish is an asset.
