Key functions, accountabilities and related duties/tasks:

Summary of key functions/accountabilities:

• Communications Support 
• Administrative Support
• Operations Support
• Procurement Support

COMMUNICATIONS SUPPORT:

• On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
• Communicate sensitive information to higher level managers.
• Provide routine information pertaining to the work of the division/office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents.
• Advise on strategic prioritization of issues for communication to staff as relevant.

ADMINISTRATIVE SUPPORT:

• Maintain the supervisor's calendar and arrange meetings.- including identification of strategic priorities when conflicting agendas arise.
• Organize official travel on behalf of supervisor.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor's signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT:

• Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
• Maintains and updates a system which monitors the absence of staff.
• Supports management of administrative supplies, office equipment, and updating the inventory of items.

PROCUREMENT SUPPORT:

• Maintain up-to-date vendor lists, partners, and consultant rosters.

Impact of Results:

S/he is accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the senior staff member and his/her section served. In addition, s/he represents the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with counterparts within UNICEF and partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work.

Competencies and level of proficiency required (based on UNICEF Professional Competency Profiles)

Core Values

• Commitment
• Diversity and inclusion
• Integrity

Core competencies

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

Functional Competencies:

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

Skills

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Thorough knowledge of UNICEF's organizational structure, administrative policies and procedures.
• Organizational, planning and prioritizing skills and abilities.
• Ability to deal patiently and tactfully with visitors.
• High sense of confidentiality, initiative and good judgment.
• Ability to work effectively with people of different national and cultural background.
• Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

Recruitment Qualifications

Education:

A university degree in a related to the field of work with at least 3 years of of relevant administrative or clerical work experience is required or a high school diploma with 12 years of experience. 

Language Requirements:

Fluency in French is required. Fluency in English is considered a strong asset.