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Executive Assistant (Open only for the Country Nationals)

Skopje

  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Skopje
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Administrative support
  • Closing Date: Closed

UNICEF Office in Skopje invites applications for the position of Executive Assistant, GS5, FT

Executive Assistant, GS5, Fixed-Term Appointment

UNICEF Skopje is a small sized office in a lower middle income country context. While significant programmatic work still continues in support of the Government, the office has had to tighten profiles in an effort to streamline support, relative to funding and programme size.

Under the supervision of the Representative, the Executive Assistant supports the overall and smooth functioning of the Representative’s office and functions.  He/she provides direct administrative and secretarial support to the functioning of both the Representative and the Deputy Representative’s offices, and serves as a link to key management functions in the office. 

The Executive Assistant is responsible to ensure the smooth running of the Office. This involves management of information and coordination of matters within a substantive team.  The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization.  The post prioritizes tasks and organizes work independently based on general direction from the supervisor

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.

 

  1. Administrative, executive assistance and secretarial support services provided to the Representative and Deputy Representative to facilitate smooth running of the Office and effective processing of information and data.
  2. Coordination of schedule and correspondence for the Management function, as well as the wider office.
  3. Ability to take minutes for meetings, track correspondence, and independently draft letters and communications. 
  4. Professional image projected through in-person and telephone interaction.  Discretion exercised with confidential information and complex sensitive subject matter. 
  5. Knowledgeable delivery of quality services and administrative support contributing to achievement of work objectives
  6. Well managed and effective office operations, systems and procedures facilitates team work and the work of the office.

    Qualification and Competencies (indicates the level of proficiency required for the job.)

    Education

Completion of Secondary School Education. High School Diploma is required for the post, while University degree and/or business courses in relevant disciplines is desirable.

         Work Experience

         i. Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. Ideally, this should include previous experience in an international organisation, dealing with multiple languages and nationalities, as well as diplomatic functions and protocol.  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;

          ii. 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 is essential;

          iii. Knowledge and skills in using corporate financial systems such as SAP, is an asset.

 Language Proficiency 

Fluency in English and local working language of the duty station is required. Working knowledge (Level C) of another language of the Organization is an asset.

  •  Competency Profile (For details on competencies please refer to the UNICEF Professional Competency Profiles.) 

  • Core Values (Required): Commitment; Diversity and Inclusion; Integrity

  • Core Competencies (Required): Communication (level 1); Working with People (level 2); Drive for   Results (level 1);
  • Functional Competencies (Required): Analyzing (level 1); Learning and Researching, (level 1); Planning and Organizing (level 1); Following Instructions and Procedures, (level 1) 

  • Technical Knowledge: Computer literacy and ability to effectively use standard office software, tools and technologies

 

 

This vacancy is now closed.
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