Executive Assistant, 6 months Temporary Appointment, GS-5, Astana, Kazakhstan (only for Kazakhstan nationals)

UNICEF office in Astana, Kazakhstan is looking for an Executive Assistant on a Temporary Appointment for 6 months to replace a staff member during maternity leave.

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.

PURPOSE OF THE POST

To provide secretarial support primarily to the Representative and to the Deputy Representative.

MAJOR DUTIES AND RESPONSIBILITIES

- Arranges appointments and maintains Representative’s calendar daily, receives visitors, places and screens telephone calls and answers queries with discretion.

- Arranges internal and external meetings for Representative, some involving high-ranking officials, and takes minutes and/or notes at meetings, file when appropriate.  Prepares informal translations and may act as interpreter.

- Maintains calendar of office events and shares the information from Representative to related staff and attend to travel and leave plans. Liason with MoFA and UN agencies if required.

- Drafts correspondence, documents and reports, some of which are highly confidential, ensuring that spelling, punctuation and format are correct. Clears correspondence for conformity with established procedures and accuracy of statements before being signed by Representative.

- Receives, screens, logs and routes correspondence within related staff,
attaches necessary background information and maintains follow-up system. Registering the incoming/outgoing correspondence. Arrange the pouch delivery contacting the courier services. Maintain policy files, office memorandums, CMT discussions and other core office documents.

- Maintains the Senior driver’s schedule and coordination in accordance with the Representative’s schedule of movements.

- By the end of the month to print billing printouts from communication providers for office mobile phone usage, sorted by name of staff member holding office mobiles, distribute within these staff for identification of personal calls for reimbursement and collect the refund .

- Selects and makes pertinent abstracts and undertakes searches for information. Maintains telephone directory of ministers, government officials and members of the diplomatic corps.

- Coordinates travel arrangements for the Representative and performs liaison duties with other units. Follow up on updated visas and security clearances for the travels. Preparing the supporting documents for travel.

- May perform other duties as required.

Qualifications of Successful Candidate

Education

Completion of secondary education; proven shorthand and typing ability; thorough knowledge of modern office procedures; ability to operate office equipment may be required, knowledge of protocol.

Experience

Five years of secretarial or relevant experience, preferably in international organization. 

Language

Proficiency in English and Russian.  Knowledge of Kazakh is an asset.

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

• Communication (I)
• Working with people (II)
• Drive for results (I)

Functional Competencies

• Analyzing (I)
• Learning & Researching (I)
• Planning and organizing (I)
• Following Instructions and Procedures (I)

Contract duration: 6 months to cover the maternity leave (no further expectations for renewal).

To view our competency framework, please click here. 

Note: Please note that this Vacancy Announcement is open for competition to Kazakh nationals only.

*Only shortlisted candidates will be notified.

In relation, please note that all candidates who wish to apply to this Vacancy Announcement are requested to prepare and submit their respected UNICEF applications in English language.

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