UNOCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.We are recruiting to fill the position below: Job Title: Executive AssociateJob ID: 12056Location: AbujaGrade: SB3Vacancy Type: Service Contract (SC)Contract Duration: Initial duration of one yearBackgroundUnder the guidance and supervision of the Head of Office the Executive Associate is responsible for ensuring the effective delivery of secretary duties by performing, under minimal supervision, the full range of office management and administrative support functions; typically provides direct assistance to senior officers or managers such as a Head of Office consistent with UN rules and regulationsThe Executive Associate leads and provides guidance to OCHA’s Head of Office, fostering effective collaboration within the teams, with relevant OCHA and UNDP counterparts at Headquarters and in the field, and with other UN agencies, promoting a client-oriented approach and ensuring optimal performance and efficient delivery of servicesDuties and ResponsibilitiesEnsures effective and efficient functioning of the HoO’s office focusing on achievement of the following results:Maintenance of the HoO’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.Maintenance of protocol procedures.Management of HoO’s missions and representation schedule.Maintenance of rosters of high-level partners, telephone lists.Preparation of correspondence, directives, comments on behalf of the HoO for his/her signature and making follow-up when required.Preparation of high quality briefing materials for HoO’s appointments, meetings, missions.Preparation of informal translations.Use of automated office management systems for effective functioning of the HoO’s office.Ensures provision of effective communications support to the office focusing on achievement of the following results:Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Head of Office.Screening of all incoming calls and correspondence.Coordination of the information flow in the office, follow up on circulation files.Facilitation of information sharing between UNCT and the UN Coordination Unit.Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.RELATED: Area Sales Supervisor Job at Jumia NigeriaEnsures facilitation of knowledge building and management focusing on achievement of the following results:Sound contributions to knowledge networks and communities of practice.Organization of specialized trainings for secretaries.Organization of trainings to UN staff on coordination, administration and protocol issues.Impact of ResultsThe key results have an impact on the efficiency of the HoO’s office. Accurate analysis and presentation of information strengthens the capacity of the HoO’s office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.