UN Jobs Kenya. Administration Careers.
UNICEF Somalia
Vacancy Announcement Ref: UNSOM/2013/046
Title: Executive Assistant
Category and Grade Level: GS-6
Type of Contract: Temporary Appointment
Length of Contract: 3 Months
Organization Unit: Front Office
Duty Station: USSC, Nairobi
Availability: Immediate
Date of Issue: 5th November 2013
Closing date of Application: 12th November 2013
If you are qualified and looking for a chance to make a real difference in the lives of vulnerable Somali children while gaining opportunities for career growth, you are invited to apply for the post of Executive Assistant with UNICEF Somalia Support Centre (USSC) in Nairobi.
If successful, you will be part of a dynamic and passionate team in Nairobi and Somalia that works together to improve the health, nutrition, water, sanitation, hygiene, and basic education of Somali girls and boys and protect them from violence, exploitation and abuse.
The successful candidate will be offered a Temporary Appointment for three months. Further extensions will be based on organizational needs, availability of funds and satisfactory performance.
Purpose of the Post
Under the supervision of the Deputy Representative, the incumbent will provide administrative, secretarial and logistical support on all office management and representational functions of the Deputy Representative’s office, including quality control and coordination of the wide variety of activities and processes performed by this Office.
Major duties and responsibilities
1. Prepare, maintain and follow-up a well-planned and organized work schedule for the Deputy Representative by undertaking the following;
a. Making appropriate appointments, compiling required documentation, assembled briefing notes for meetings, etc.
b. Ensuring updates as required
c. Ensuring all staff access to the Deputy Representative’s schedule through the common drive, notifications as appropriate, etc.
d. Ensuring effective preparation of representation events
2. Responsible for meeting preparation for Rep’s meetings/meetings of the Deputy Representative’s office and be responsible for ensuring logistical support as required, including to the Country Management Team (CMT) as alternate secretary
a. Preparing relevant documentation, talking points, etc.
b. Circulating announcements of meetings, preparing and circulating action points, ensuring adequate preparation of documents and meeting facilities.
c. Effective liaison with transport section/ senior driver
3. Maintain a well-organized documentation and archiving system for Deputy Representative’s office that includes organized filing system and provision of documentation/briefing, etc. as required
4. Well developed and smoothly maintained relations with Executive Assistants in other UN Agencies, Ministry of Foreign Affairs (MoFA), Special Representative of the Secretary General (SRSG), both Deputy Special Representative of the Secretary Generals’ (DSRSGs’) offices through frequent interactions and sharing and acquisition of relevant information
5. Effective and welcoming management of visitors to Deputy Rep’s office
a. Ensuring adequate preparation for receiving all visitors according to their needs/ purpose of visit
b. Providing materials as appropriate
Ensuring adequate follow-up, including note-taking where required.
6. Effectively maintain and develop the office calendar and its update, as well be responsible for training section/unit assistants
Qualifications, Experience and Competencies
At the minimum, completion of Secondary School education, supplemented by University degree or relevant courses in Business Administration, Management and/or Project Administration. Knowledge of protocol issues.
Six (6) years secretarial experience, at least two of which should be in an Executive Office.
Ability to work under pressure is required
Proficiency in written and oral English and local language of duty station required.
i) Core Values (Required)
o Commitment
o Diversity and Inclusion
o Integrity
ii) Core Competencies (Required)
o Communication
o Working with People
o Drive for Results
iii) Functional Competencies (Required)
o Analyzing
o Applying Technical Expertise
o Following instructions and Procedures
o Planning and Organizing
Interested and qualified candidates should send their applications with updated UN Personal History Form (P.11) form, updated CV attaching copies of academic certificates to the email below. UN staff are requested to provide the last two Performance Evaluation Reports (PERs). Please quote the vacancy number and post title in the subject line of your application subject.
Email to: somaliahrvacancies@unicef.org
Only short-listed applicants will be contacted
QUALIFIED FEMALE CANDIDATES AND PERSONS WITH DISABILITIES ARE ESPECIALLY ENCOURAGED TO APPLY
UNICEF IS A NON-SMOKING ENVIRONMENT
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