Executive Associate (G-6), FT, #00129172, Sao Paulo
Organizational Context
UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential. UNICEF Brazil works to ensure the rights of every child and adolescent, with a particular focus on those who are most vulnerable, excluded, or affected by violence. Since 1950, UNICEF has contributed to major advances for children in Brazil.
Job Purpose
Under the supervision of the Head of Office, the Executive Associate is accountable for providing comprehensive communication, operational, and administrative support services. This role ensures the smooth running of the supervisor's day-to-day activities and those of the office. The Executive Associate also plays a key role in representing the supervisor by initiating, following up on, and resolving issues related to administrative requests. This position is crucial for maintaining efficient office operations and supporting the achievement of UNICEF's goals for children in Brazil, particularly in the Amazon, Semi-Arid regions, and large urban centers.
Responsibilities
The Executive Associate provides essential communications support, managing correspondence, preparing documents, and facilitating information flow. They offer comprehensive administrative support, including managing calendars, scheduling meetings, and coordinating travel arrangements. Operational support involves assisting with office management, maintaining records, and ensuring the smooth functioning of daily activities. The role includes budget monitoring support, assisting in tracking expenditures and preparing financial reports. Procurement support is also a key function, involving assistance with the requisition and purchasing processes. The Executive Associate acts as a key point of contact for internal and external stakeholders, representing the supervisor and office with professionalism and tact. They are responsible for maintaining high levels of confidentiality, demonstrating initiative, and exercising sound judgment in all aspects of their work, contributing to the overall efficiency and effectiveness of the UNICEF Brazil office.
Work Experience
A minimum of six years of relevant administrative or clerical work experience is required. This includes experience in executive assistance, office operations, communications, procurement, budget management, travel administration, calendar management, vendor management, and contract administration.
Skills
Strong administrative and executive support skills, Proficiency in MS Word, Excel, PowerPoint, Experience with integrated management information systems, Strong organizational, planning, and prioritization skills, Ability to work effectively with diverse backgrounds, Tact and professionalism in interacting with stakeholders, High level of confidentiality, initiative, and sound judgment, Knowledge of UNICEF's organizational structure, policies, and procedures, Knowledge of UNICEF software and systems (SharePoint, SAP/VISION), Experience in consultant contract management, Experience in vendor roster management, Experience in travel logistics coordination