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Executive Assistant, GS5, Yerevan, Armenia

Yerevan

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Yerevan
  • Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed

Initial one-year FIXED TERM full time appointment administered under the provisions of the UN Rules and Regulations, subject to extension based on performance

1.1 Job organizational context:

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations

1.2. Purpose of the Post:

The Executive Assistant is responsible for executing a broad variety of standardized secretarial and clerical tasks for the Representative and Deputy Representative requiring thorough knowledge of UNICEF administrative procedures, processes and policies.

2. MAJOR DUTIES AND RESPONSIBILITIES

  • Appointment and meeting
  • Translation
  • Background and briefing papers
  • Correspondence
  • Maintenance of the files
  • Information research and analysis
  • Maintenance of the contact information
  • Travel
  • MDM LFP
  • Other duties

a. Arranges appointments and maintains Representative's and Deputy Representative's calendar and contacts, receives visitors, places and screens telephone calls and answers queries with discretion.

Arranges, prepares and participates in meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings; works closely with colleagues to ensure timely and accurate follow up on action items and decisions taken.

b. Prepares informal translations and may act as interpreter.

c. Prepares background and briefing papers, talking points and other documents in cooperation with other colleagues; improves structure, content and language of documents thereby ensuring that written documentation is well structured, succinct and easily comprehensible to the respective target audience.

d. Receives, registers, screens, and routes correspondence, attaches necessary background information, consults with relevant colleagues and drafts replies as appropriate; maintains follow-up system.

Coordinates and drafts correspondence and ensures follow-up.

Clears correspondence for conformity with established procedures and accuracy of statements before being signed by supervisor.

Edits reports/concept notes and other documents upon request.

e. Maintains policy, confidential and general files.

f. Selects and makes pertinent abstracts, and undertakes searches for information, research and analysis on any matter of relevance to UNICEF; stays abreast of key developments regarding UNICEF's programme as well as major aspects of the external environment.

g. Maintains lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corps and liaises with their respective offices.

h. Makes travel arrangements for the Representative and Deputy Representative and performs liaison duties with other units.

i. Act as Local Focal Point for Vendor Master Data maintenance.

j. Performs other duties, as required.

3. Minimum Requirements and Qualifications:

3.1 Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization. Higher education is an advantage;

3.2 Excellent command of spoken and written English and Armenian languages. Knowledge of another official UN language, such as Russian, is an asset.

4. Experience:

4.1 A minimum of 5 years of progressively responsible secretarial or clerical work experience is required. Thorough knowledge of modern office procedures; ability to use computers and office software packages; excellent time and task management as well as organizational skills; sound judgment and analytical skills;

5. COMPETENCIES (Indicate what key competencies are required, such as computer knowledge, management, communication, negotiating, or training skills, etc.)

 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 ]   

Application Procedures: All qualified applicants are strongly encouraged to apply online, using the UNICEF E-Recruitment system. Incomplete applications will not be considered. Regret letters will only be sent to short listed candidates.

This vacancy is now closed.