Job Summary:

Under the supervision of the Country Office Representative, the Executive Assistant GS5 is accountable for communications, operations and administrative support services to enhance the smooth running of the supervisor’s day-to day activities. The Executive Assistant also represents the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Key Duties and Responsibilities:

Summary of key functions/accountabilities:

• Communications Support
• Administrative Support
• Operations Support

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.

Qualifications, Skills and Experience:

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.
• Skills
• Training and experience using MS Word, Excel, PowerPoint and other software such as SharePoint; knowledge of integrated management information systems required.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Language Requirements: Fluency in Spanish and English is required.

Desirables:

• Developing country work experience and/or familiarity with emergency.
• Work experience in international settings such as NGOs, UN agencies and embassies.
• Good knowledge of UNICEF administrative policies and procedures.

Level of Education: High School

Work Hours: 8

Experience in Months: 60