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  • Organization: UNICEF - United Nations Children’s Fund
  • Location: Baku
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2019-07-22

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Executive Assistant, GS5, Baku, Azerbaijan #12592 (position is only open to citizens of the Republic of Azerbaijan)

Baku (Azerbaijan)

As an Executive Assistant, you will provide administrative support to the Representative’s and Deputy Representative’s Offices including a range of procedural, clerical, administrative, research, logistical and operational support consistent with UNICEF rules and regulations. Your function will be essential to the smooth delivery of the senior management team’s activities, in a trusted position where tact, discretion and confidentiality are essential.

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.

Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.

And we never give up.

For every child, education

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.

How can you make a difference?

As an Executive Assistant, you will provide administrative support to the Representative’s and Deputy Representative’s Offices including a range of procedural, clerical, administrative, research, logistical and operational support consistent with UNICEF rules and regulations. Your function will be essential to the smooth delivery of the senior management team’s activities, in a trusted position where tact, discretion and confidentiality are essential.

Summary of key functions/accountabilities:

  • Communications Support
  • Administrative Support

COMMUNICATIONS SUPPORT:

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. Attaches necessary background information and maintains follow-up system for actions to be undertaken by staff member.

Prepares correspondence for the supervisor’s signature and may make informal translations into another official language as required. Drafts 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 higher level managers. Coordinates responses to sensitive inquiries.

Collects and prepares briefing materials for supervisor concerning official trips or special meetings.

Follows up on established deadlines and ensures timely submissions by staff on reports, correspondence and other documents.

ADMINISTRATIVE SUPPORT:

 Arranges appointments and maintains supervisor’s calendar, manages visitors in compliance with office security measures, places and screens telephone calls and answers enquiries; Organizes meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distributes meeting reports and information and ensures follow-up on required actions.

Undertakes travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations.   

Prepares documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.

Maintains the filing system of the front office including policy documents, confidential and general files, including handling the office pouch/DHL mail. Keeps lists of names, addresses and telephone numbers of ministers, government officials, members of the diplomatic corps in addition to UNICEF headquarters and regional office.

Operates the office switchboard system to receive/ dispatch/place all in/out communications with the office during working hours

Undertakes any other duties assigned by the supervisor.

To qualify as an advocate for every child you will have…

  • Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization is required;
  • A minimum of five (5) years of progressively responsible administrative or clerical work experience is required;
  • Good knowledge of computer management and standard software application is essential;
  • Proven organisational and office management skills;
  • Experience in managing relationships with the public and officials;
  • Experience of using own initiative and undertaking basic research is an advantage;
  • Experience in SAP is an asset;
  • Fluency in both written and spoken English and Azerbaijani is required. Russian is desirable;
  • Ability to work effectively with people of different national and cultural background;
  • In addition, we would consider prior experience working in the UN system or other international organizations, to be beneficial.

For every Child, you demonstrate…

UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

  • Analyzing
  • Learning and Researching
  • Planning and organizing
  • Following Instructions and Procedures

View our competency framework at

http://www.unicef.org/about/employ/files/UNICEF_Competencies.pdf

UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.

UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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