Executive Board Associate

The Position:

The position of Executive Board Associate (Documentation and Communications) is located in the Executive Board Branch (EBB) in the Office of the Executive Director. The Executive Board Branch is the UNFPA organizational unit responsible to coordinate the relationship with UNFPA’s governing body – the UNDP/UNFPA/UNOPS Executive Board — and manage the relationship with the Executive Board members and observers to position UNFPA and promote the ICPD.

The position reports directly to the Reports and Editorial Adviser, under the overall guidance of the Chief, EBB and works in close cooperation with all EBB staff. 

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

• In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
• UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose:

• The Executive Board Associate (Documents and Communications) supports the team in the Executive Board Branch with activities related to the preparation of documents for the Executive Board, Executive Board Branch communications activities (including website maintenance) and some logistic activities.

You would be responsible for:

• As Executive Board Associate (Documentation and Communications) you would be responsible for the following:

Support the Reports and Editorial Adviser in the preparation of Executive Board documents 

• Prepare documents workload estimates/forecasts/checklists for each Executive Board session in consultation with the UN Documents Unit, the Executive Board Secretariat and external editorial/translation contractors.
• Prepare documents tracking table for each Board session to ensure timely submission.
• Provide support to the Reports and Editorial Adviser in the follow-up with country offices, regional offices and relevant Headquarters business units for the submission, translation and issuance of documents on the UN Official Document System and the UNFPA Website.
• Collect and track documents draft and post final version on the Website.
• Formats and proof-checks documents according to editorial guidelines.
• Submits documents to external contractors for translation or editing as needed.
• Is responsible for procurement activities related to editing and translation and liaises with the Supply Chain Management Unit accordingly.

Support communications activities for the Executive Board Branch

• Maintain and update the Executive Board Branch section of the UNFPA Website ensuring that upcoming events and information are up-to-date (i.e. upcoming meetings; Executive Board and Bureau membership, etc.).
• Ensure accurate and timely posting of all Executive Board-related documentation.
• Support communications activities for the Executive Board Branch (i.e. provide support in writing stories about key events in collaboration with the Media and Communications Branch, supports EBB activities social media presence).
• Maintain and update the mailing list of Executive Board Members and Observers.
• Drat correspondence as needed.
• Ensure accurate archiving of documents related to respective areas of work.

Provide support on specific logistics/events organization activities

• Act as main logistics focal point for the organization of the annual Salas Lecture, undertaking all logistical, administrative and financial arrangements.
• Provide support to the organization of other events as required.
• Carry out any other duties as requested by the Chief, Executive Board Branch
• Backstop the Editorial Associate (Admin and conference services). To this end, the Editorial Associate will be trained as needed.

Qualifications and Experience: 

Education:  

• Completion of Secondary School Education with additional training in event planning, documentation, communication.

Knowledge and Experience: 

• Six years of relevant administrative experience in the public or private sector;
• Ability to interpret rules, regulations and procedures and explain them clearly and concisely;
• Good writing and communications skills;
• Previous experience with documentation and communication will be an asset;
• Strong interpersonal and organizational skills.
• Experience working with UN-related finance and HR regulations, rules, policies and procedures would be an asset.
• Experience working with web based Content Management Systems.

Languages: 

• Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

Source: https://www.unfpa.org/jobs/executive-board-associate-documentation-and-communications-executive-board-branch-ebb-office