Special Assistant to the Country Director Somalia
OVERVIEW OF CTG GLOBAL
CTG support and manage humanitarian projects in fragile and conflict-affected countries around the world. With past performance in 15 countries – from the Middle East, Africa, Europe, Asia and Central and South America – we offer a holistic fabric of project management, implementation and support. Skilled in emergency response to crises such as the Ebola outbreak in West Africa, we have the ability to act quickly (crisis response teams can be on the ground in 24 hours) and to establish structured operations in high-risk environments. CTG recruit and manage qualified, skilled teams with extensive experience operating in challenging conditions.
OVERVIEW OF THE POSITION
Under the guidance and direct supervision of the Country Director of UNOPS, the Executive Support Officer supports the Country Director in ensuring the effective and efficient functioning of the Executive Office and in supporting the coordination of corporate activities and bodies initiated by the Executive Office. He/she will be responsible for the management and flow of information within in the Executive Office, maintenance of any protocol procedures, follow-up on deadlines and commitments made, and ensuring confidentiality of all aspects under his/her responsibility.
The Executive Officer works in close collaboration with UNOPS senior managers, staff, Hub Office, and HQ. Furthermore, the Executive Officer shall be the first point of contact within the Executive Office for UNOPS external clients, member state representatives, and any other external parties interacting with the Country Director.
Summary of key functions:
Effective and efficient functioning of the Executive Office
Effective communications and administrative support to the office
Facilitation of knowledge building and management
Ensures effective and efficient functioning of the Executive Office, focusing on achievement of the following results:
Support to the Country Director in coordinating the internal governance set-up of UNOPS
Management of the Executive Office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team;
Coordination and organization of intra-departmental meetings of the Country Director including the Senior Management Decision Group; secretary for the meetings
Coordinate and participate in meetings with donors and partners and produce high quality meeting minutes and action oriented summaries as well as follow up on agreed actions as appropriate
Update and maintain the project tracking sheet, meeting records database and other tools
In conjunction with the project managers, support in development of expression of interests, concept notes and proposals, budgets and costing for potential new projects
Coordinate and collate input from Project Managers on progress reports and other external communication as and when needed
Efficient and discreet management of the long-term calendar of appointments and commitments for the Country Director; maintenance of backup documentation and monthly update for discussion and decisions by the Country Director.
Coordination with appropriate Offices, Divisions, staff, and external governing bodies on the participation of the Country Director at governing body meetings, preparation of agendas and supporting documentation for the Country Director.
Focal point for the corporate initiatives requested by the Country Director, up-date for the Country Director of all developments in such initiatives and monitoring of deadlines and results expected
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
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.
- Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:
Establishment/maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal.
Establishment of an effective network and exchange of information with internal partners and important business clients; coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
Follow up with senior managers on requests made by the Country Director; collection of reports and submission to the Country Director in the required format.
Determination of work priorities, drafting of speeches, reports, routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
Preparation of spreadsheets, database files, presentation materials and tables ensuring appropriate style and accuracy of information.
Preparation of high quality briefing materials for the Country Director for appointments, meetings, missions.
Preparation of the office administrative budget plan for the submission to the Country Director; 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.
Set up and monitoring of administrative procedures for the Executive Office to ensure a smooth flow of information and communication; recommendations to improve speed and efficiency and remove bottlenecks
Oversight, supervision, and coordination of the work Executive Office related tasks
Screening of all incoming communications and outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
Provision of all other related administrative, logistical, protocol and secretary services for the Directorate.
Focal point for the Executive Office’s intranet, ensuring that the Executive Office’s intranet space contains up to date information on the activities of the Executive Office.
Develop and design communications materials, including factsheets, presentations, capacity statements for purposes of outreach initiatives with potential partners
- Contributes 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.
The key results have an impact on the efficiency of the Executive Office. Accurate analysis and presentation of information strengthens the capacity of the office and promotes the image of UNOPS as an effective service provider and contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
Reporting to the project manager
This role does not require any team management
§ Master's degree in Business Administration or related field.
§ Minimum of 4 years of demonstrable relevant Administration experience.
§ Minimum of 6 years of experience in Africa (desirable).
§ Fluency in English is essential.
Develops and implements sustainable business strategies, thinks long term and externally in order to positively shape the organization. Anticipates and perceives the impact and implications of future decisions and activities on other parts of the organization. (Applicable only for levels ICS-10 and above)
Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilising appropriate leadership styles
Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others (if relevant to the role).
Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Other relevant information:
To be advised