Under the supervision of a Head of Office, the Senior Executive Associate is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor’s day-to day activities, as well as his/her section. Senior Executive Associates also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.
Responsibilities and Duties
Communications Support
- Manage incoming and outgoing correspondence, emails, and telephone calls on behalf of the supervisor.
- Communicate sensitive information to higher-level managers.
- Provide routine information pertaining to the work of the division or office.
- Draft responses to written inquiries on routine questions and coordinate responses to sensitive inquiries.
- Follow up on established deadlines and ensure timely submissions of reports, correspondence, and other documents by staff.
Protocol Support
- Provide high-level administrative and strategic support to senior leadership with a strong focus on managing complex protocol-related functions.
- Liaise with the Executive Office of the President, Ministry of Foreign Affairs (MoFA), Senior Government offices, and development partners.
- Coordinate high-level official visits, courtesy calls, and bilateral or multilateral engagements involving senior officials at national, regional, and county levels.
- Secure clearances, manage official correspondence, align schedules across multiple institutions, and ensure strict adherence to national and UN protocol standards.
- Manage competing priorities during high-level events, emergencies, or joint government-UN initiatives.
- Anticipate protocol sensitivities, resolve scheduling conflicts, and brief senior leadership on protocol considerations.
- Maintain diplomatic relations with protocol departments, State House, line ministries, and county governments.
- Coordinate official engagements and high-level meetings while liaising with other UN agencies and the Resident Coordinator’s Office (RCO).
Administrative Support
- Maintain the supervisor’s calendar and arrange meetings.
- Organize official travel on behalf of the supervisor and prepare briefing materials for official trips or meetings.
- Prepare documentation for the supervisor’s signature, reviewing for style, factual accuracy, and grammatical correctness.
Operations Support
- Support capacity development activities and conferences by handling logistical arrangements, including facilitators, caterers, and hosts.
- Maintain and update staff absence monitoring systems.
- Support the management of administrative supplies, office equipment, and the inventory of items.
Budget Monitoring Support
- Provide support on budget revision, preparation, implementation status, and financial closure.
- Monitor budgets and financial expenditures of the section, ensuring compliance with UNICEF rules and regulations.
- Prepare and maintain records, documents, and control plans for monitoring project implementation.
- Carry out transactions in VISION (SAP ERP) pertaining to grants, such as registering grant allotments and tracking expiring grants.
Procurement Support
- Guide managers in PCA/SSA processes in line with organizational policies and guidance.
- Facilitate the processing of contracts for consultants and external partners, including document preparation and logistical arrangements.
- Maintain up-to-date vendor lists, partner rosters, and consultant databases.
Requirements and Qualifications
- Education: Completion of secondary education (KCSE or equivalent) is required, preferably supplemented by technical or university courses related to the field of work.
- Higher Education: A bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience. A master’s degree may replace an additional two years.
- Work Experience: A minimum of six years of relevant administrative or clerical work experience is required.
How to Apply
Interested and qualified candidates should apply online. Go to UNICEF on jobs.unicef.org to complete your application.
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