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Hae

Hae sivuilta

Executive Associate

Ilmoittaja

United Nations University – UNU-WIDER

Paikkakunta

Helsinki

Työsuhdetyyppi

Kokoaikainen

Viimeinen hakupäivä

United Nations University (UNU)

UNU is an international community of scholars engaged in policy-oriented research, capacity development and dissemination of knowledge in furthering the purposes and principles of the Charter of the United Nations. The mission of UNU is to contribute, through research and capacity building, to efforts to resolve the pressing global problems that are the concern of the United Nations and its Member States.

For the past four decades, UNU has been a go-to think tank for impartial research on human survival, conflict prevention, sustainable development, and welfare. With more than 400 researchers in 12 countries, UNU's work spans the 17 Sustainable Development Goals' full breadth, generating policy-relevant knowledge to effect positive global change. UNU maintains more than 200 collaborations with UN agencies and leading universities and research institutions across the globe.

About United Nations University World Institute for Development Economics Research (UNU-WIDER)

UNU-WIDER is one of 14 research and training Institutes that comprise the think tanks in the UNU system.

UNU-WIDER is a leading international development economics think tank. The Institute provides economic analysis and policy advice with the aim of promoting sustainable and equitable development for all. The Institute began operations in 1985 in Helsinki, Finland, as the first research centre of the United Nations University. Today, it is a unique blend of think tank, research institute, and UN agency — providing a range of services from policy advice to governments, as well as freely available original research. More information on UNU-WIDER and its current work programme are available at www.wider.unu.edu.

Responsibilities

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:

1. 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.

2. 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.

3. 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.

4. Performs other duties as assigned by the supervisor 

Key Performance Indicators

  • Effective and efficient secretarial support provided to the Director and Deputy Director.
  • Timely, pro-active, and smooth operation of the Office of the Director.
  • Effective and pro-active support provided to internal and external communications from the Office of the Director.
  • Regular and quality engagements with the Advisory Board of UNU-WIDER.

Competencies

Values:

  • Inclusion - Take action to create an environment of dignity and respect for all, regardless of age, culture, disability, ethnicity, gender, gender identity, gender expression, geography, grade, language, nationality, racial identity, religion, sex, sex characteristics, sexual orientation, social origin or any other aspect of identity.
  • Integrity - Act ethically, demonstrating the standards of conduct of the United Nations and taking prompt action in case of witnessing unprofessional or unethical behaviour, or any other breach of UN standards.
  • Humility - Demonstrate self-awareness and willingness to learn from others.
  • Humanity - Act according to the purposes of the United Nations: peace, dignity and equality on a healthy planet.

Behaviours:

  • Connect and Collaborate - Build positive relationships with others to advance the work of the United Nations and work coherently as One UN
  • Analyse and Plan - Seek out and use data from a wide range of sources to understand problems, inform decision-making, propose evidence-based solutions and plan action
  • Deliver Results with Positive Impact - Hold oneself and others accountable for delivering results and making a positive difference to the people and causes that the United Nations serves
  • Learn and Develop - Pursue own learning and development and contribute to the learning and development of others
  • Adapt and Innovate - Demonstrate flexibility, agility and the ability to think and act in novel ways

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. 

Remuneration

UNU offers an attractive, tax exempt compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), 30 days annual leave, dependency benefits, pension plan and health insurance scheme. For more information please see: https://careers.un.org/lbw/home.aspx?viewtype=SAL

Duration of contract

This is a full-time, fixed-term appointment. The initial appointment will be for one (1) year with the possibility of renewal on a fixed-term appointment basis, subject to satisfactory work performance.

For academic positions, the combined duration of fixed-term appointments with UNU may not exceed six (6) years. The mandatory age of retirement for United Nations staff is 65 years.

Starting date

As soon as possible

How to Apply: 

To apply to UNU, you will not need an account. Instead, we ask that you: 

  • Apply via the apply link; 
  • fill out the UNU P11 form (please avoid using similar forms provided by other United Nations organisations); 
  • provide a motivation statement (in the P11 form); and 
  • answer a few questions that are tailored to the position. You may wish to refer to the UN Values and Behaviours Framework for more information. 

You may wish to refer to the UN Values and Behaviours Framework for more information.

Application Deadline: 13 February 2023

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview, background checks, and references.

Special notice

This is a locally recruited position and no relocation expenses or allowance apply. The position is limited to persons who have (1) Finnish nationality or the necessary residence/work permits for Finland, OR (2) have right of residence in Finland as an EU/EFTA citizen.

Staff members of the United Nations University are international civil servants subject to the Rector's authority. They may be assigned to any of the activities or offices of the United Nations University. The Rector reserves the right to appoint a candidate at a level below that advertised.

UNU is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities to apply and become part of the organisation. Applications from developing countries, and from women are strongly encouraged. Eligible internal applicants are also encouraged to apply.

UNU has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNU, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.

Information about UNU rosters

UNU reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNU at the same grade level and with similar job description, experience and educational requirements.

Scam warning

UNU does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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