Executive Assistant

UNOPS supports the successful implementation of its partners’ peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.

Working in some of the world’s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners’ expectations.

With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.

A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale. 

THIS IS A LOCAL POSITION FOR WHICH ONLY UKRAINIAN NATIONALS OR THOSE APPLICANTS WHO HAVE THE RIGHT TO LIVE AND WORK IN UKRAINE WILL BE CONSIDERED.

The United Nations Office for Project Services (UNOPS) is an operational arm of the United Nations, supporting the successful implementation of its partners' peacebuilding, humanitarian and development projects around the world.  Mandated as a central resource of the United Nations, UNOPS provides sustainable project management, procurement and infrastructure services to a wide range of governments, donors and United Nations organizations.  With over 8,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, where they need it.  By implementing around 1,000 projects for our partners at any given time, UNOPS makes significant contributions to results on the ground, often in the most challenging environments.

In response to the request of the Government of Ukraine and further to the meeting between the President of Ukraine and UNOPS Executive Director on 15 May 2016 the United Nations Office for Project Services concluded an Agreement between the Government of Ukraine and the UNOPS on the opening of the UNOPS Office in Ukraine. The Agreement was signed on 22 November 2016.

According to the Agreement the UNOPS Office in Ukraine is to provide a broad spectrum of services to the Government and people of Ukraine including but not limited to procurement, contracting, recruitment and administration, implementation of technical assistance, humanitarian and investment projects that are funded by the Government, international organizations, local communities, foreign governments and non-for-profit organizations, international financial institutions, UN Agencies and alike.

Under the guidance and direct supervision of the Head of UNOPS Ukraine Office or designated alternate, the Executive Assistant ensures effective and efficient functioning of the Management Office (Head of Office, Deputy Heads of Office), full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

1. Ensures effective and efficient functioning of the Management office focusing on achievement of the following results:

• Management of the UNOPS Ukraine Management office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team;
• Efficient and discreet management of UNOPS Ukraine Management office’s schedules;
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
• Organization of special corporate events, such as luncheons, receptions for high-level invitees from missions, governments, UN agencies, governmental/non-governmental organizations and other partners;
• Establishment of an effective network and exchange of information with internal partners and important business clients;
• Answering/making phones calls, screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners;
• Development of effective systems and procedures to improve and streamline work and communication flow within the team, to meet high paced job demands and business requirements;
• Use of technology and electronic systems and tools to initiate work, share information with colleagues and clients.

2. Ensures provision of effective communications and administrative support to the Management Office focusing on achievement of the following results:

• Establishment and maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal;
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
• Facilitation of information sharing between Management and Business Development, Programme and Operations Teams;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the ECR and/or HQ;
• Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
• Preparation of spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information;
• Management of the Management office members missions and representation schedule, as well as related travel arrangements;
• Preparation of high quality briefing materials for the Head of Office for appointments, meetings, missions;
• Contributing to preparation of the office administrative budget plan for the submission to the Operations; assistance in the review and monitoring of expenditures against the administrative budget;
• Preparation of requests for recruitment of consultants for corporate requirements, including drafting/obtaining TORs, identification of consultants/firms, submission of requests to Procurement Unit and ensuring appropriate settlement and follow-up thereof, in accordance with UNOPS guidelines; 
• Initiation and presentation of proposals to change priorities, appointments and scheduling conflicts, eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate divisions;
• Provision of all other related administrative, logistical, protocol and secretary services for the Management office.

3. Provides support to knowledge building and knowledge sharing, focusing on achievement of the following results:

• Organization of training for UNOPS staff on coordination, administration and protocol issues;
• Training of new or temporary support personnel on office methods, systems and procedures;
• Sound contributions to knowledge networks and communities of practice.

• 5 years of progressively responsible secretarial and/or administrative experience is required. 
• Experience in the usage of computers and office software packages (MS Office), experience in handling of web-based management systems is required.

• Fluency in written and oral English, Ukrainian and Russian required.  
• Knowledge of other UN working languages an asset.

• THIS IS A LOCAL POSITION AND ONLY UKRAINIAN NATIONALS OR THOSE WHO HAVE THE RIGHT TO LIVE AND WORK IN UKRAINE ARE ELIGIBLE FOR CONSIDERATION.
• Please note that the closing date is midnight Copenhagen time
• Applications received after the closing date will not be considered.
• Only those candidates that are short-listed for interviews will be notified.
• Qualified female candidates are strongly encouraged to apply.
• Work life harmonization - UNOPS values its people and recognizes the importance of balancing professional and personal demands. We have a progressive policy on work-life harmonization and offer several flexible working options. This policy applies to UNOPS personnel on all contract types
• The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.  

It is the policy of UNOPS to conduct background checks on all potential recruits/interns.
Recruitment/internship in UNOPS is contingent on the results of such checks.