Executive Assistant - Senior Associate

Job Highlight

Provide dedicated, high-level administrative and travel support to UNOPS Executive Leadership, and help ensure effective and efficient operations in the Executive Office.

About the Group

The Executive Office leads and directs all aspects of UNOPS’ work, ensuring strategic alignment, operational integrity, and delivery of the organization’s mandate. It sets the corporate vision and Strategic Plan, drives organizational performance, and ensures sound budget management and financial accountability. As the steward of transformation, the Executive Office leads cultural reform and strengthens governance, risk management, and decision-making systems. It represents UNOPS to the Executive Board, Member States, UN partners, and external stakeholders, positioning the organization as a trusted partner in advancing the 2030 Agenda and UN Development System repositioning. Through strategic leadership, transparent governance, and effective communication, the Executive Office enhances UNOPS’ credibility, visibility, and impact—ensuring the organization remains agile, accountable, and fit-for-purpose in a dynamic global environment.

Job Specific Context

The Executive Assistant - Senior Associate will be part of a dynamic and agile support team in the Executive Office, which supports the Executive Director, the two Deputy Executive Directors, and the Chief of Staff.

The Executive Assistant - Senior Associate will provide dedicated support on travel and administrative matters to the Executive Director and Deputy Executive Director - Delivery and Partnerships. The Executive Assistant - Senior Associate also supports the Executive Office by performing a variety of administrative processes and contributing to other priorities of the team to ensure the effective and efficient functioning of the Executive Office.

The role requires a proactive, detail-oriented individual capable of managing complex travel arrangements, providing secretarial support, handling financial and procurement tasks, and ensuring effective communication and information management.

The incumbent will have to have an agile mindset and be able to apply good judgment to manage competing priorities with a minimum level of supervision.

The incumbent will engage directly with a variety of internal and external stakeholders. Strong communication skills are essential, and the incumbent will be expected to display strong UN values throughout all areas of work.

The EO welcomes internal candidates who are interested in doing a stretch assignment, if this can be agreed with the current supervisor.

Role Purpose

The Executive Senior Associate provides comprehensive executive and administrative support to the Executive Director and Deputy Executive Director - Delivery and Partnerships, helping ensure efficient and effective operations in the Executive Office. The role encompasses travel management, secretarial support, financial and procurement assistance, communication and information management, and other related duties as required

Functions / Key Results Expected

Travel, administrative, and logistical support

• Manage travel arrangements and logistical/administrative matters for the Executive Director and Deputy Executive Director - Delivery and Partnership, such as flights, visa, hotel, security clearance, and protocol matters.
• Manage travel arrangements also for other staff of the Executive Office, when needed.

2. Secretarial support to the Deputy Executive Director - Delivery and Partnerships

• Manage the calendar for the Deputy Executive Director.
• Manage the planning and coordination of the Deputy Executive Director’s missions, including drafting agendas in collaboration with country offices and other high-level stakeholders.
• Prepare and maintain a calendar of proposed conferences and meetings to be attended by the Deputy Executive Director.
• Communicate effectively and liaise with internal and external stakeholders on behalf of the Deputy Executive Director, following appropriate protocol.
• Draft responses on behalf of the Deputy Executive Director, as needed.
• Respond to and/or direct inquiries to appropriate units for timely action/response.

3. Finance, procurement and budgeting support

• Manage procurement processes on behalf of the Executive Office.
• Process payments on behalf of the Executive Office.
• Manage reconciliation of the Executive Office credit cards.
• Collect data from relevant databases and prepare financial overviews in spreadsheets (Google Sheets), as required.
• Assist managers in the elaboration of resource requirements for budget submissions, as required.
• Plan and organize events and receptions with partners and other stakeholders.

4. Communication and information management

• Maintain lists of contacts of internal and external stakeholders
• Build knowledge of practices of diplomatic protocol, including practices developed within the United Nations System.
• Capture and digest information and prepare presentation slides, when needed.
• Develop and maintain standard operating procedures (SOPs) for the Executive Office.

5. Within the field of the position, perform other related duties as required.

Skills

Communication, Executive Administrative Assistance, Executive Calendar Management, Meeting Scheduling, Multitasking, Protocol, Travel Arrangements, Prioritization

Competencies

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organisational 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, utilizing 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.

Education Requirements

Required

• Secondary school (or equivalent) with 7 years of relevant experience OR
• Bachelor’s degree (or equivalent) in any discipline with 3 years of relevant experience is required.

Desired

• Bachelor's degree or equivalent with 3 years of relevant experience
• Master's degree or equivalent with 1 year of relevant experience

Experience Requirements

Required

• Seven (7) years of relevant experience (or less depending on academic credentials) in providing support and assisting senior-level management positions.
• Experience in the usage of computers and office software packages (Google workspace), experience in handling web-based management and ERP systems.
• Experience working specifically with oneUNOPS.

Desired

• Experience in public relations and communications with senior officials, representatives of diplomatic missions, and NGOs is desirable.
• Experience in UN/UNOPS rules and procedures will be an added advantage.

Language Requirements

LanguageProficiency LevelRequirementEnglishFluentRequiredFrenchBasicDesirableRussianBasicDesirableSpanishBasicDesirableChinese, MandarinBasicDesirableArabicBasicDesirable

Additional Information

• Please note that UNOPS does not accept unsolicited resumes.
• Please note that UNOPS will at no stage of the recruitment process request candidates to make payments of any kind.
• Applications to vacancies must be received before midnight Copenhagen time (CET) on the closing date of the announcement. Applications received after the closing date will not be considered.
• Please note that only shortlisted candidates will be contacted and advance to the next stage of the selection process, which involves various assessments.
• UNOPS embraces diversity and is committed to equal employment opportunity. Our workforce consists of many diverse nationalities, cultures, languages, races, gender identities, sexual orientations, and abilities. UNOPS seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce.
• UNOPS evaluates all applications based on the skills, qualifications and experience requirements outlined in the vacancy announcement. We are committed to considering all candidates in a fair and transparent manner, and we value diverse perspectives and experiences, including those of women, indigenous and racialized communities, individuals with diverse gender identities and sexual orientations, and people with disabilities.
• We would like to ensure all candidates perform at their best during the assessment process. If you are shortlisted and require additional assistance to complete any assessment, including reasonable accommodation, please inform our human resources team when you receive an invitation.

Terms and Conditions

• For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post.
• For retainer contracts, you must complete a few mandatory courses (they take around 4 hours to complete) in your own time, before providing services to UNOPS. Refreshers or new mandatory courses may be required during your contract. Please note that you will not receive any compensation for taking courses and refreshers. For more information on a retainer contract here.
• For more details about the contract types, please click here.
• All UNOPS personnel are responsible for performing their duties in accordance with the UN Charter and UNOPS Policies and Instructions, as well as other relevant accountability frameworks. In addition, all personnel must demonstrate an understanding of the Sustainable Development Goals (SDGs) in a manner consistent with UN core values and the UN Common Agenda.
• It is the policy of UNOPS to conduct background checks on all potential personnel. Recruitment in UNOPS is contingent on the results of such checks.