UNICEF Executive Assistant (GS-5)

ToRs for the Executive Assistant (GS-5)

Duration of the assignment: 3 months (initially).

Start Date: January 15, 2013.

Salary between $ 4800 and $ 5000 depending on the years of experience.

PURPOSE OF THE JOB: The role of this post is to provide temporary administrative and secretarial support services to the Division Director. The Executive Assistant is responsible to ensure the smooth running of the Office and effective processing of information and data. This involves management of information and coordination of matters within a substantive team. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.

KEY ACCOUNTABILITIES and DUTIES & TASKS
1. Administrative, executive assistance and secretarial support services to the Sr. Executive to facilitate smooth running of the Office and effective processing of information and data.

• Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.

• Establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the supervisor.

• Arranges appointments and maintains supervisor’s calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes high-level meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distribute meeting reports and information and ensure follows-up on required actions.

• Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents: receives screens and registers correspondence and documents.

• Collects and prepare briefing materials for supervisor concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief supervisor of important developments upon their return.

1. Professional image projected through in-person and telephone interaction. Discretion exercised
   with confidential information and complex sensitive subject matter.

• Establishes and maintains a records management system containing reference materials and confidential records as required.

• Prepares briefing materials for supervisor concerning official trips or special meetings; drafts responses to written inquiries on a variety of routine and non-routine
questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.

1. Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives

• Prepares correspondence for the supervisor’s signature, and may make informal translations into other official languages as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.

• Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the supervisor.

• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference. Reviews these documents for
appropriate format and style, in accordance with standard practices..

• Selects and makes pertinent abstracts and undertake searches for information as directed.

1. Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office.

• Works closely with team colleagues and provides support in achievement of work priorities and objectives.

• Establishes follow-up system of actions taken and reports to the supervisor.

• Undertakes any other duties assigned by the supervisor.

QUALIFICATION and COMPETENCIES: 1. Education: Completion of Secondary School Education. High School Diploma, and business courses or other relevant disciplines. 2. Work Experience:

i. Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ability to work with minimum of supervision. Ability to extract and format data and to solve operational problems. Ability to organize own and others work, set priorities and meet deadlines. Ability to organize meetings and events. Ability to handle work quickly and accurately under time constraints.

Prior experience of working in or interacting with an organisational program or project management office is desirable.

ii. IT Skills – Computer literacy and the ability to effectively use standard office software (Microsoft Windows, Office – especially Word, Outlook and Excel), collaboration tools (Skype; smartphone; video/web conferencing call setup via Cisco WebEx, Microsoft Lync or similar products), other office technology (printer, copiers, scanners) to create documentation and maintain electronic filing systems.

Familiarity of using Microsoft SharePoint or a comparable tool as organisational document management system is desirable.

Basic familiarity with a mainstream ERP system (SAP, Oracle) for personnel, financial or supply matters is desirable.

1. Language Proficiency:
   Fluency in written and spoken English is required.
   1. Competency Profile
      i) Core Values (Required) • Commitment • Diversity and Inclusion • Integrity ii) Core Competencies (Required) • Communication [ II ] • Working with People [ II ] • Drive for Results [ II ]

iii) Functional Competencies (Required)

• Analyzing [ II] • Applying Technical Expertise [ II] • Following Instructions and Procedures [ II] • Planning and Organizing [ II]

How to apply:

Qualified candidates are requested to send applications with CV and signed P11 form (which can be downloaded from the UNICEF website htpp://www.unicef.org/about/employ) to: isspost@unicef.org by 28 December 2012