Purpose of Job:
Under the supervision of Chief of Field Office, 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 Assistant also represents the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.
Key functions/ accountabilities and related duties/tasks:
- Communications Support
- Administrative Support
- Operations 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.
- 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.
Impact of Results:
Executive Assistant at the GS-5 level typically reports to Chief of Field 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.
Competencies and level of proficiency required:
- Diversity and inclusion
- Communication (I)
- Working with people (II)
- Drive for results (I)
- Analyzing (I)
- Learning and Researching (I)
- Planning and organizing (I)
- Following Instructions and Procedures (I)
- Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
- Good knowledge of UNICEF administrative policies and procedures.
- 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.
- Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
A minimum of five years of relevant administrative or clerical work experience is required.
Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.
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