Executive Assistant, GS5, Ouagadougou , Burkina Faso

Le Fonds des Nations Unies pour l’Enfance (UNICEF) recrute pour son bureau de Ouagadougou Un(e) Executive Assisant Type de contrat : Fixed Term Appointment, 2 ans renouvelables Niveau du Poste : Niveau «GS-5 » sur l’échelle du Système des Nations Unies dans la catégorie des services généraux. Date de clôture : 04 août 2017

Le Fonds des Nations Unies pour l’Enfance (UNICEF) recrute pour son bureau de Ouagadougou Un(e) Executive Assisant

Type de contrat : Fixed Term Appointment, 2 ans renouvelables

Niveau du Poste : Niveau «GS-5 » sur l’échelle du Système des Nations Unies dans la catégorie des services généraux.

Date de clôture : 04 août 2017

Principales Tâches et Responsabilités :

Sous la supervision du Spécialiste en Nutrition, responsable de l’Unité Nutrition à l’UNICEF au Burkina Faso, le (la) candidat (e) sélectionné (e) aura les principales responsabilités suivantes :

1. Administrative, executive assistance and secretarial support services to the Executive 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. 

 2. 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.

3. 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.

4. Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office.

• May supervise clerical and support staff, and coordinate the secretarial service of the office. Verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.
• Works closely with team colleagues and provides support in achievement of work priorities and objectives.
• Establishes follow-up system of actions taken and reports to the supervisor.
• Undertakes any other duties assigned by the supervisor.

Qualifications et compétences requises :

1.  Education

Diplôme de Baccalaureat + deux (02) ans de formation professionnelle (DUT/DTS) en Gestion administration, Secrétariat/Assistant de direction ou tout autre diplôme reconnu équivalent

2. Work Experience

Cinq (05) ans d'expérience professionnelle à un poste avec des attributions similaires dans le domaine de la gestion administrative ou du secretariat. Parfaite maitrise de l'outil informatique. Bonnes aptitudes dans la planification et l'organisation.

i. 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.

ii. Office Management Skills – Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities. 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 English and local working language of the duty station Working knowledge (Level C) of one language of the Organization is required.

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

i)  Core Values (Required)

• Commitment       • Diversity and Inclusion      • Integrity

  ii)  Core Competencies (Required)

• Communication  [ II ]  •  Working with People  [ II ]  •  Drive for Results  [ II ]

1. Functional Competencies (Required)

• Analyzing   [ I]
• Applying Technical Expertise  [ I]
• Following Instructions and Procedures  [ I]
• Planning and Organizing  [ I]

1.   Technical Knowledge[1]

1. Specific Technical Knowledge Required (Technical knowledge requirements specific to the job can be added here as required.)
2. Common Technical Knowledge Required (for the job group)
3. Technical Knowledge to be Acquired/Enhanced (for the job)

Candidature

Les dossiers de candidature uniquement en ligne devront comprendre :

• Lettre de motivation adressée au Chargé des Ressources Humaines
• Formulaire P11 dûment rempli et signé (téléchargeable à partir du lien http://www.unicef.org/about/employ/files/P11.doc)
• CV bref et concis (2 pages maximum)
• Certificat de nationalité Burkinabè
• Casier judiciaire de moins de trois mois
• Diplômes et attestations de travail
• Deux (2) dernières évaluations de performances/PER pour les candidatures internes

LES CANDIDATURES FEMININES QUALIFIEES SONT FORTEMENT ENCOURAGEES.

L’UNICEF EST UN ENVIRONNEMENT " NON FUMEUR"