Executive Assistant

Under the supervision of a Representative, the Executive Assistant is accountable for communications, operations and administrative support services to enhance the smooth running of the supervisor’s day-to day activities. Executive Assistants also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Key functions, accountabilities and related duties/tasks

COMMUNICATIONS SUPPORT:

• On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Prepare briefing materials for official trips or meetings.
• Follow up on established deadlines and ensuring timely submissions by staff on reports, correspondence and other documents.

ADMINISTRATIVE SUPPORT:

• Maintain the supervisor’s calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT:

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

PARTNERSHIPS SUPPORT:

• Supports supervisor in liaising and coordinating with Public and Private Sector organizations, civil societies and Diplomatic Corps
• Supports in liaising with Business Advisory Council (BAC) as well as the sub-committees of BAC, performs the secretariat function.
• Takes notes and minutes of key meetings, follows up the decisions with respective staff and monitoring the compliance.

Impact of Results

• Executive Assistants at the GS-5 level typically report to a head/deputy head of office; therefore, the scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized, yet the incumbent must apply a good knowledge of guidelines to operationally support the supervisor. In addition, they represent the supervisor in communications with counterparts within UNICEF and in partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work.

To qualify as an advocate for every child you will have…

Minimum requirements:

• Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• Work Experience: A minimum of five years of relevant administrative or clerical work experience is required.
• Language Requirements: Fluency in English, Russian and Kazakh languages is required. Knowledge of another official UN language is an asset.

Source: https://jobs.unicef.org/cw/en-us/job/572934