Executive Assistant

PLEASE NOTE THAT THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WITH THE PROVEN RIGHT TO LIVE AND WORK IN BELGIUM (EUROPEAN UNION) WILL BE CONSIDERED.


Cities Alliance, which is hosted by UNOPS, is a global partnership for the promotion of cities in poverty reduction and sustainable development. Headquartered in Brussels and supported by a Secretariat, it is a unique partnership with a diverse membership including – global organisations of local authorities, national governments, international non-governmental organisations, foundations, knowledge networks and multilateral organisations – which have come together to strengthen both impacts and coherence in urban development. Cities Alliance is a global leader, with a strong track record in grant making, that supports strategic city planning, slum upgrading strategies and national policies designed to make cities more inclusive and sustainable. Members promote longer-term and integrated work programmes, while actively promoting gender equality throughout all activities.

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. 

Based in Geneva, the Europe and Central Asia Regional Office (ECR) supports UNOPS offices throughout the region through: management, financial and programmatic oversight of global and country-specific portfolios, clusters and operations centres, including hosting services; fund and management advisory services; project implementation; procuring goods and services; and managing human resources.

ECR ensures that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between business units and projects across the entire region.

ECR operates global portfolios from offices in Geneva, Brussels and New York, and country-specific programmes from its operations and project centres located in Eastern Europe and Central Asian countries.

Cities Alliance is seeking a highly motivated and skilled Executive Assistant to:

• ensure the effective and efficient functioning of the Director’s office
• provide effective organizational and administrative support to Cities Alliance Governing Body meetings; and
• provide organisational and administrative support for corporate priorities and events.

The Executive Assistant will be expected to take responsibility for a high volume of diverse tasks in dynamic work environment which places a high value on professionalism and teamwork to achieve the results expected. The Executive Assistant will work very closely with the Office Assistant to ensure effective information sharing and back-up / business continuity mechanisms. 

Effective and efficient functioning of the Director’s office

• Manage the daily inflow of information and requests to the Director’s office. Screen all incoming communications, filter outgoing correspondence for the Director’s signature and clearance. Ensure prompt follow-up action by staff as necessary.
• Manage the Director’s schedule, including all meetings and missions, with discretion and efficacy.  
• Organise regular Management Team, Staff and ad-hoc meetings; prepare agendas and meeting reports and follow up on actions allocated to staff.
• Establish effective two-way information flows with staff and establish professional relations with all members and partners engaging with the Director’s office.
• Follow appropriate protocol and correspondence guidelines when communicating with Government and other external partners.
• Establish and maintain an effective filing system (paper and electronic) ensuring all documents, correspondence, reference materials and confidential records can be retrieved rapidly. Regularly assess information for retention or disposal.
• Make all travel arrangements for the Director’s missions and representation schedule.
• Prepare high quality briefing materials for the Director for appointments, meetings, and missions.
• The Executive Associate will need to become proficient in making use of UNOPS systems, tools and procedures to ensure  the effective and efficient functioning of the Director’s Office and in-turn promoting effectiveness throughout the Cities Alliance Secretariat. This includes the use of UNOPS’  ERP system and its policies and procedures – particularly in relation to administration, travel and other activities / operations. 

Education:

High school diploma required.
Specialised secretarial or office management training is highly desirable.

Experience:

• 5 years experience in secretarial, administrative, and programme support acquired at national or international level required.
• Proven experience in working with diverse staff and a range of external interlocutors at all levels.
• Proven capacity to prioritise and manage a high volume of work and strong commitment to teamwork and results.
• Proficiency in the use of the standard Microsoft Office Suite (Word, Outlook, Powerpoint, Excel).  and experience with web-based management systems and social media.
• Proficiency with managing the schedule/calendar and managing correspondence on behalf of a senior  official – preferably in a public and/or international organization

• PLEASE NOTE THAT THIS IS A LOCAL POSITION FOR WHICH ONLY THOSE APPLICANTS WITH THE PROVEN RIGHT TO LIVE AND WORK IN BELGIUM (EUROPEAN UNION) WILL BE CONSIDERED.
• Please note that the closing date is midnight Copenhagen (Denmark) 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.
• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
• 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.

APPLICANTS SHOULD INCLUDE A COVER LETTER WITH THEIR APPLICATIONS.