Senior Executive Associate (Volunteer)

Position title: Senior Executive Associate to Secretary-General

Location: Worldwide (Remote)

Category: FTA International

Level: S4

Duration: Two Years (Renewable)

Department: IYF Executive Office (ExO)

Supervisor/Report to: Director, Office of the Secretary-General

Job type: Voluntary Service (VS) Part-Time

The International Youth Federation is an international non-profit youth organizations network governed by the present Statutes and the Swiss Civil Code. It is neutral politically and non-denominational, aiming to empower youth worldwide.

The Executive Office (ExO) provides support to the IYF senior leaders mainly (Secretary General, Under-Secretary-General and Assistant Secretary-Generals) in the exercise of their functions and the fulfilment of their mandates, including the preparation of his daily activities, missions abroad and overall coordination of the work of the IYF Executive Office.

The Office of the IYF Secretary-General (OSG) is an integral part of the Executive Office established to inspire and cultivate the next generation of innovative leaders. The OSG serves as an instrumental unit, where the strategic decisions and operational oversight of the IYF are made, including its various operational and programme oversight.

OSG, thus, weaves together various threads of leadership, strategic decision-making, resource management, advocacy, and impact evaluation to orchestrate the overall performance of the IYF. It is an indispensable part of the organization that underpins its success and efficacy in championing the cause of the youth. In their day-to-day work, the IYF Secretary-General is directly supported by OSG staff and senior advisers who assist in thematic issues/functions.

Under the guidance and direct supervision of the Director, Office of the Secretary-General, the Senior Executive Associate ensures effective and efficient functioning of supporting the Office of the Secretary-General and the wider Executive Office, ensures full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Associate works in close collaboration with the IYF staff, HQ departments and partner agencies to ensure efficient flow of information.

Mission Statement

To voluntarily represent, positively promote, and uphold the mission of “Empowering youth for a better world” in various programs and opportunities throughout the IYF interventions across member countries.

Responsibilities

The Senior Executive Associate will be responsible for providing effective and efficient support to the Secretary-General, ensure effective communications and administrative support to the Executive Office, as part of the executive team. In particular:

(A) Ensures effective and efficient support to the Secretary-General focusing on the achievement of the following results:

• Efficient and discreet management of the SG schedules, administration of meetings, appointments and briefings;
• Organization of regular and ad-hoc meetings; preparation of meeting minutes/summaries of actions to be taken;
• Coordination of/preparation of relevant documentation/background notes for meetings organized by ExO as well as by other Offices/Units; and
• Tracking of progress on agreed issues; follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the SG/USG/ASGs.

(B) Ensures provision of effective communications and administrative support to the Executive Office, as part of the executive team, focusing on achievement of the following results:

• Coordination of the information flow and dissemination of corporate and interoffice communication to staff as required;
• Maintenance of the Executive Office e-calendar with major events, deadlines, etc, in cooperation with other members of the ExO team;
• Facilitation of information sharing with ExO and relevant offices/units outside the office;
• Draft routine correspondence and interoffice memos, general briefing notes, documents, reports, translations when required;
• Administrative support to conferences, workshops, retreats organized by the office and BOM; and
• Support to Chief Management Officer in HR function in the Directorate, if/as required.

Language

Advanced English skills are required for this role.

Experience

Experience within an NGO, non-profit, INGO or IGO (such as the United Nations or European Union), government, charity, international development, or youth empowerment organisation OR a recent graduate in political science, politics, government, policy, international development, international relations, or a related field with an interest to work in one of the listed experience industries.