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Executive Assistant (GS-5), DHR, UNICEF

Purpose of the Position

Under the supervision of the Deputy Director, the incumbent performs secretarial, and administrative support functions for a variety of projects in the Section.

MINIMUM ELIGIBILITY REQUIREMENTS:

  • MUST PASS THE UN ASAT (Administrative Support Assessment Test) in ENGLISH (PLEASE MENTION IN YOUR COVER LETTER WHETHER YOU PASSED THIS EXAM)
  • NON-US CANDIDATES MUST BE IN POSSESSION OF A US G4 VISA OR BE A US PERMANENT RESIDENT

Key Expected Results

  1. Manage and schedule appointments (sometimes within short notice) and maintain/coordinate Deputy Director’s calendar. Makes travel arrangements for the supervisor. Screen telephone calls and answer queries with discretion. arranges meetings with high-ranking officials.

  2. Provide effective support to the Deputy Director in preparation for meetings, both in house and with other UN agencies and performs liaison duties with other units. Obtain agenda for meetings and identify HR issues bringing these to the timely attention of the Deputy Director. Gather documentation and prepare PowerPoint presentations when necessary.

  3. Support Deputy Director with the SSR Talent Management Portfolio as needed. Disseminate vacancies, accordingly collate information and prepare Deputy Director’s Briefing Notes.

  4. Receive screen, log and route correspondence, attach necessary background information and maintain follow-up system. Ensure quality assurance in correspondence requiring the signature of the Deputy Director, Director (DHR) and on occasion those of the Executive/Deputy Executive Directors. Review all correspondence and suggest changes when necessary. Ensure accuracy of information and that all relevant documentation is available.

  5. Maintain appropriate coordination/liaison with the various sections, (MSS/SSR/Business Partner Teams) and Regional HR Officers. Prepare agenda and relevant documentation for discussion. Take notes and follow-up on action points.

  6. Manage and maintain good working relationship and effective communication flow between the Deputy Director’s office and counterparts/clients. Keep abreast of all incoming and outgoing mail to ensure appropriate follow-up action on matters usually handled by the Deputy Director in his/her absence. If requested, provide support to the Officer-in-Charge.

  7. Maintain section files, update lists of names, addresses and telephone numbers of appropriate personnel.

  8. Drafts non-substantive correspondence and ensures follow-up. Maintain section files, update lists of names, addresses and telephone numbers of appropriate personnel.

  9. Arrange frequent telephone meetings between the Deputy Director & Regional HR Officers to ensure effective communication flow between Headquarters and the Regional Offices.

  10. Take dictation, type, photocopy and distribute documents as instructed by the Deputy Director.

Qualifications of Successful Candidate

  • Secondary school graduation. University level courses in business administration/or equivalent specialized training desirable.
  • Must pass the UN ASAT (Administrative Support Assessment Test) in ENGLISH
  • Minimum five (5) years of overall work experience. Previous hands-on experience working in a secretarial/administrative capacity is considered an asset. Experience within UNICEF or other international organization is desirable.
  • Fluency in English. Working knowledge of French and/or Spanish an asset.

Competencies of Successful Candidate

  • Communicates effectively.
  • Able to work effectively in a multi-cultural environment.
  • Sets high levels of quality and productivity for self.
  • Analyzes and integrates verbal, numerical and other types of data.
  • Rapidly learns new tasks relevant to own job and quickly commits information to memory.
How to apply:

If you want a challenging career while improving the lives of children around the world UNICEF, the leading children's rights organization, would like to hear from you. Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this vacancy,quoting E-VN-2012-000960. Applications must be received by Midnight EST on 9 July 2012.IN ORDER TO MEET THE MINIMUM ELIGIBILITY REQUIREMENTS FOR THIS PARTICULAR POST, A CANDIDATE MUST: - PASS THE UN ASAT (Administrative Support Assessment Test) in ENGLISH (PLEASE MENTION IN YOUR APPLICATION COVER LETTER WHETHER YOU PASSED THIS EXAM) - BE IN POSSESSION OF A US G-4 VISA (FOR NON US RESIDENTS) OR BE A US CITIZEN/PERMANENT RESIDENT IMPORTANT: As part of your applicant online profile on UNICEF's e-Recruitment site, please make sure your select “Release Profile” under Candidate Profile/Overview & Release. Please note that only candidates who are under serious consideration will be contacted. In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Well qualified candidates are strongly encouraged to apply.