Executive Assistant, (GS-5), San Salvador, El Salvador, #0007658, Fixed Term Appointment

tendersglobal.net

JOB DESCRIPTION

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, a champion

Post Title: Executive Assistant

Level: GS-5

Duty Station: San Salvador, El Salvador

Please note only Salvadoran candidates or foreign candidates with a work permit will be considered.

Organizational Context

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nation.

Purpose for the job: Under the supervision of the Head of Office (P-5), the incumbent performs senior secretarial functions and provides clerical and administrative assistance to the Communications Specialist (NO3).

Key function, accountabilities and related duties/tasks

Administrative, executive assistance and secretarial support services to facilitate smooth running of the Office and effective processing of information and data.

Performs senior secretarial functions for the Representative (supervisor-head of office).

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; monitors work progress, cases of priority and concern to the supervisor. Receives, screens, logs, routes and registers correspondence, attaches necessary background information and maintains follow-up system. Keeps updated lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps.

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.

Collects and prepare briefing materials for supervisor concerning official trips or special meetings. Selects and makes pertinent abstracts and undertakes searches for information. Drafts correspondence, documents and reports, some of which are highly confidential and ensures follow-up.

Undertakes 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.

Provides clerical and administrative assistance to the Communications Specialist: drafts letters, invitations to events and meetings, screens phone calls, receives visitors, and enters inputs in the financial system: Purchase requisitions, contract requisitions, fund commitments, etc. Requests quotations and makes small scale procurement of goods and services.

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

Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.

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.

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 another 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.

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

May supervise clerical and support staff, and coordinate the secretarial service of the office. Verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.
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.

Impact of Results

The efficiency and effectiveness of support provided by the executive assistant to the development, implementation and monitoring of programs/projects facilitates the delivery of concrete and sustainable results for the Programme area, which in turn enhances the office and UNICEF’s capacity in helping the most vulnerable women and children.

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

Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
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.
Typing ability and writing skills.
Knowledge and skills in using standard office computer applications.
Knowledge of protocol within the United Nations and local Government is required.
At least five years of secretarial experience to high-profile managers, some of which should be at a senior secretarial level.
Fluency in spanish and english is required.

For every Child, you demonstrate…

UNICEF’s Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships (2) Demonstrates self-awareness and ethical awareness (3) Drive to achieve results for impact (4) Innovates and embraces change (5) Manages ambiguity and complexity (6) Thinks and acts strategically (7) Works collaboratively with others.

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.

We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF is committed to promote the protection and safeguarding of all children.

UNICEF appointments are subject to medical clearance. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be cancelled.

All selected candidates will undergo rigorous reference and background checks and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

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Executive Assistant, (GS-5), San Salvador, El Salvador, #0007658, Fixed Term Appointment

JOB DESCRIPTION

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