Executive Assistant, GS-5 (Venezuela)

Under the guidance and direct supervision of the Representative, the Executive Assistant ensures effective and efficient functioning of the Representative’s Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization to ensure efficient flow of information, actions on instructions, agendas. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.

For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

KEY END-RESULTS Organizational Context

• Professional image projected through in-person and telephone interaction.  Discretion exercised with confidential information and complex sensitive subject matter.
• Executive assistance and secretarial support services provided to the Representative to facilitate smooth running of the Office and effective processing of information and data.
• Knowledgeable delivery of quality services contributing to achievement of work objectives.

KEY ACCOUNTABILITIES and DUTIES & TASKS 

Within the delegated authority and the given organizational set-up, the incumbent may be accountable for all or assigned areas of the following major duties and end results.

• 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; monitor work progress and cases of priority and concern to the supervisor.

Arranges appointments and maintains supervisor's calendar, receiving 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. Distribute meeting reports and information and ensure follows-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 prepare briefing materials for supervisor concerning official trips or special meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations.  Ensure offices are informed of travel arrangements and requirements.  Brief supervisor of important developments upon their return. 

• 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.

• 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. Draft 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 coordinate 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 undertake searches for information as directed

Undertakes any other duties assigned by the supervisor.

QUALIFICATION and COMPETENCIES

Education

Completion of Secondary Education. Protocol, business, literature, writing courses or other relevant disciplines.

Work Experience

5 years of progressively responsible secretarial and administrative experience is required.  Experience in dealing with protocol matters and high-level executive support as well as programmatic experience is an asset.

IT Skills – 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. Knowledge of SAP applications is an asset,

Experience in drafting quality documents in Spanish and English. 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

Language Proficiency

Fluency in Spanish and English is required.

Competency Profile 

• Core Values (Required)
  • Commitment
  • Diversity and Inclusion     
  • Integrity
• Core Competencies (Required)
  • Communication [ I ]
  • Working with People  [ II ]
  • Drive for Results  [ I ]
•  Functional Competencies (Required)
  •  Analyzing [I]
  •  Learning and Researching [I]
  • Following Instructions and Procedures [I]
  • Planning and Organizing [I]

To view our competency framework, please click here. 

*General Service Staff are recruited locally, but can be of any nationality. Candidates must be in possession of an existing work permit or resident/citizen of Venezuela to be considered eligible for this post. Please note that General Service (GS) staff are locally recruited staff and therefore, candidates are personally responsible for any travel and accommodation arrangements.

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