Senior Executive Assistant

Ref: UNSOM/2011/015

Title: Senior Executive Assistant

Category and Grade Level: GS-7

Type of Contract: Temporary Appointment

IMIS. No. SOM11029

Duty Station: UNICEF Somalia Support Centre, Nairobi

Date of Issue: 18th March 2011

Closing date of Application: 01st April 2011

Qualified candidates are invited to apply for the post of Senior Executive Assistant, in the UNICEF Somalia Support
Centre in Nairobi. The successful candidate will be offered a Temporary Appointment for 364 days. Further
extensions will be based on organizational needs, availability of funds and satisfactory performance.

Purpose of the Post:

Under the general supervision of the Policy Specialist, provide high quality administrative assistance to the Somalia
Country Office Representative in his/her oversight role of managing a Country Office composed of a Support Center
based in Nairobi plus seven other Zonal/field offices.

Responsible for the coordination of the Representative’s participation in/and scheduling of all external and internal meetings, including inter-governmental, parliamentary and inter-agency meetings, seminars, as well as official visits.

The incumbent will be expected to provide adequate support on a remote basis, given that the Representative is
expected to spend 50% or more of her/his time in Somalia.

Major duties and responsibilities:

• Support the Office of the Representative, including the Office of the Deputy-Representative, in coordinating activities, weekly meetings, and command conferences. Take notes to record discussions and prepare minutes and memoranda for the records. Maintain records and track the status of the Head of Office’s action items, including his/her calendar. Analyze and collect information in support of milestone activities. Produce a variety of substantive and/or routine documents, correspondence, letters etc.
• Make various administrative arrangements for the work of the Head of Office (and other officials visitors), including travel, appointments, meetings, official social events, press conferences, interviews. Coordinate the schedule of the Head of Office, arrange appointments, book meeting rooms, clear invoices for payments, produce/collect and disseminate documentation.
• Organize and maintain the Office of the Representative, establishing filing systems, logging and tracking systems, and mail and contact listing. Maintains policy, confidential and general management files. Identify need for equipment and supplies. Establish and maintain collections of documentation, records and reports. Identify, request and screen materials for the collection. Conduct substantive searches and indexes materials.
• Provide administrative support by conducting research, handling information requests, and performing administrative functions such as preparing correspondences and drafting meeting minutes; receiving visitors; arranging conference calls; and scheduling meetings, including meetings of the Country Management Team.
• Respond to a wide variety of general and substantive queries for information from UN Agencies, governmental and non-governmental partners. Screen requests, respond if possible or refer to a wide range of possible sources (inside and outside the Office). Select and compile background and briefing materials for meetings, travel, conferences, fundraising etc… for the Head of Office and other officials as requested.
• Screen and review incoming correspondence (mail, email); collect background material; draft and sign correspondence, or clear drafts with supervisor.
• Monitors and keeps abreast of Somalia, Regional and Global events and activities, particularly during travel/absence of the Head of Office, and notes items of interest for follow up.

Qualifications, Experience and competencies

• At the minimum, completion of ‘A’ level Secondary School education, supplemented by some training in public relations, international relations, or other related discipline. A University degree in a relevant discipline is highly desirable.
• ƒ At least seven years secretarial experience at a senior level, especially in publics relations, protocol, general office administration or international development cooperation preferably within the UN or similar organization, government or NGO.
• ƒ Fluency in written and spoken English and Somali language required.
• ƒ Proven experience in self-management.

ƒ In addition, a high level of proficiency is required in the following key competencies:

• Excellent communication skills, both oral and written;
• Proven teamwork ability as well as drive for results;
• Analysis of numerical, verbal and other data from a diverse sources;
• Planning, organizing, and coordinating processes and activities, including meetings/Workshops;
• Computer skills in MS Office, especially Excel and PowerPoint, and the ability to use other office technology to create documentation, exchange and archive e-mail, maintain electronic filing systems;
• Ability to summarize and draft complex reports;
• Utmost discretion, tact and confidentiality;
• Detailed knowledge and technical expertise in Office Management.

ƒ UNICEF core values: Diversity and Inclusion (respect for diversity and ability to work in a multi-cultural environment); Integrity; Commitment.

Interested and qualified candidates should send their applications with updated UN Personal History Form (P.11)
form, updated CV and copies of academic certificates. UN staff are requested to provide the last two Performance
Evaluation Reports (PERs).

Please quote the vacancy number in your application.

Human Resources Manager
Vacancy Number 2011/015
UNICEF (USSC)
Nairobi, Kenya

Or email to: somaliahrvacancies@unicef.org

Please note that documents submitted along with your applications will not be returned.

Ensure you send copies of your testimonials. Only short-listed applicants will be contacted

Qualified female candidates are especially encouraged to apply

UNICEF is a non-smoking environment