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Executive Manager (Planning), P-3, New York

Purpose:

Under the guidance of the Chief of Staff, the incumbent is responsible for: Supporting the coordination, management and planning activities within OED in a systematic and organized manner.

Managing an effective system for information storing and retrieval, including correspondence, decision memoranda and other institutional documents that together constitute an important part of the Organisation’s archive.

Drafting the workplans, annual reports, correspondence and other planning documents.

Qualification:

Advanced University degree in Public Administration; International Relations and Public Affairs, Social Sciences or related discipline*.

Five years of progressively responsible professional work experience at the national or international levels in an international organization in office management, working at the executive level and establishing systems, streamlining business processes for coordination and management in front office / executive office.

Good knowledge of all aspects of internal UNICEF areas of operations. Good experience working with external organizations, the Secretariat and the UN system.

Fluency in English and a second UN language.

*A first level university degree with a relevant combination of academic qualifications and experience may be accepted in lieu of the advanced university degree.

Key Expected Results:

1.Support Chief of staff in managing the front office by developing and maintaining a monitoring system to store, retrieve and track critical correspondence, decisions, memoranda and other documents of the Office of the Executive Director. Review and route documents for action to HQ Divisions, Regional and Country Offices. Follow-up with relevant colleagues on substantive issues to ensure timely action is taken. Draft status memos on a variety of issues . Monitor the system to ensure high quality and timely responses and regularly brief the Chief of Staff of subsequent developments and action taken. Take corrective action when necessary to meet deadlines.

End Result(s): A functional and effective system for internal communication from OED to other parts of the organization including various HQ divisions, Regional offices, country offices, major external stakeholders, governments and missions.

2.Contribute to the coordination and planning activities of OED which inter-alia include:

• In collaboration with UNICEF colleagues in HQ and field offices, prepare a Global Calendar of Events for possible participation by the Senior Management in the Office of the Executive Director;

• Support in the decision making process in OED : Manage (including receive, review, route) the flow of all documentation (in OED) received for the Executive Director’s decision. As appropriate, liaise with originating/submitting offices for required amendments/revisions prior to action by the Executive Director;

• After action(s) by the Executive Director, process/finalize and manage the subsequent distribution of documentation and archiving for institutional knowledge

End Result(s): Effective information flow for decision-making, scheduling of participation of the Executive Director and Leadership in critical events of global and regional importance and building the institutional archiving and knowledge of executive action.

3.As a core member of the OED team (at the functional level), participate and contribute in the management aspects of the office, particularly those pertaining to implementation of the workplans of OED, programme planning and operations including issues related to use of OED specific RR/OR funds, staffing and monitoring of Performance appraisal system: draft job descriptions, prepare questions for and participate in interviews, and make recommendations for review for GS to P2 posts.

End Result(s): Functional workplans, with regular review and tracking of objectives of the OED OMP.

4.Contribute to preparations of logistics for events involving OED participation including ECOSOC, High Level Summits, Global Management Team Meetings, UNICEF side events and the Executive Board.

• By participating in such meetings, follow up on the implementation of recommendations and actions by the relevant offices.

• Coordinate preparation of background documents and material for these meetings

End Result(s): Improved time management and scheduling of senior staff participation in key global processes including with GA, ECOSOC, CEB, HLCM/HLCP and GMT processes.

5.Actively engage in coordination of the development of the OED OMP and annual work plan and its periodic review; Monitor and report on the progress in achieving the agreed objectives and goals. Draft Annual report of the OED against the OMP for final review by Chief of Staff. Review Annual reports of Regional Offices and HQ divisions to further integrate elements of support and response as relevant to OED.

End Result(s): Effective OED annual workplans and report that respond to critical issues raised in annual reports of Regional offices and HQ divisions.

6.Other tasks assigned by the supervisor.

Competencies:

Communicates effectively to varied audiences, including during formal public speaking.

Able to work effectively in a multi-cultural environment.

Sets high standards for quality of work and consistently achieves project goals.

Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.

Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.

Translates strategic direction into plans and objectives.

Negotiates effectively by exploring a range of possibilities.

Quickly builds rapport with individuals and groups; maintains an effective network of individuals across organizational departments.

Contributes and tries out innovative approaches and insights.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation. If you want a challenging career while improving the lives of children around the world UNICEF, the leading children’s rights organization, would like to hear from you.

Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this and other vacancies, quoting E-VN-2011-001707. Applications must be received by 18 October 2011.

Please note that only candidates who are under serious consideration will be contacted.

In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities: well qualified candidates are strongly encouraged to apply.