Executive Assistant

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Description

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• 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.

• 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.

• 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.

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work is required.
• For this position, 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 additional two years.
• A minimum of five (5) years of relevant work experience in office management, administration, administrative or clerical work experience, preferably within the UN, a government institution, or an NGO is required.
• Non-US candidates MUST be in possession of an existing US G4 visa or be a US permanent resident/citizen.
• Experience with executive support, programme support functions and/or budget management is considered an asset.
• Relevant experience in a UN system agency or organization is considered as an asset.
• Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems is highly desirable
• Fluency in English is required.  Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

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