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Executive Assistant, (GS-5) Fixed-Term Contract

Employer UNICEF

Information on vacancy
Period of publication 08.11.2017 - 30.11.2017
Field of activity /
position:
Other
Duties VACANCY NOTICE #VN-UZBA/2017/35

UNICEF works in 190 countries and territories to protect the rights of every child. UNICEF has spent 70 years working to improve the lives of children and their families. Defending children's rights throughout their lives requires a global presence, aiming to produce results and understand their effects. UNICEF believes all children have a right to survive, thrive and fulfill their potential Ц to the benefit of a better world.

PURPOSE OF THE JOB:
This position reports to the Representative with responsibility for the management and coordination of work for a broad segment of the Organization (i.e. major program, sector, or office). The role of this post is to provide administrative and secretarial support services to the Representative. The Executive Assistant is responsible to ensure the smooth running of the Office. 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 END-RESULTS Organizational Context:

1. Administrative, executive assistance and secretarial support services provided to the Representative to facilitate smooth running of the Office and effective processing of information and data.
2. Professional image projected through in-person and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter.
3. Knowledgeable delivery of quality services contributing to achievement of work objectives.
4. Well managed and effective office operations, systems and procedures facilitates team work and the work of the office.

The duties and responsibilities of the posts include:

1. Administrative, executive assistance and secretarial support services to the Representative 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; monitors work progress and cases of priority and concern to the supervisor.
- Arranges appointments and maintains supervisor's calendar, receives 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. Distributes meeting reports and information and ensures follow-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 prepares briefing materials for supervisor concerning official trips or special meetings. Undertakes travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensures offices are informed of travel arrangements and requirements. Briefs supervisor of important developments upon their return.

2. 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.

3. 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. Drafts 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 coordinates 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 undertakes searches for information as directed.

4. Well managed and effective office operations, systems and procedures that facilitate team work and the work 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.
Requirements to the candidate
Age: n/a
Gender: Irrelevant
Residence: Uzbekistan
Education: Secondary
Professional requirements Qualifications of Successful Candidate

Education:

Completion of Secondary School Education. High School Diploma, and business courses or other relevant disciplines would be an asset

Work experience:

- 5 years of secretarial experience, management of front office

i. IT Skills Ц Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems.

ii. Office Management Skills Ц 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

Languages:

Fluency in English and Russian. Knowledge of local language (Uzbek) is an asset
Competencies of Successful Candidate

Core Values

Х Commitment
Х Diversity and Inclusion
Х Integrity

Core Competencies

Х Communication [I]
Х Working with People [II]
Х Drive for Results [I]

Functional Competencies

Х Analyzing [I]
Х Applying Technical Expertise [I]
Х Following Instructions and Procedures [I]
Х Planning and Organizing [I]
Working conditions
Region Tashkent
Employment Full
Salary offered n/a
Additional information
Additional information: Applications:

The candidates who are interested to apply for the position should follow the electronic application's instructions at:

https://www.unicef.org/about/employ/?job=508736

It requires the applicant to upload the detailed CV, P11, cover letter and academic degrees/diplomas.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.


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