Executive Associate, GS-5 ( Temporary Appointment), La Paz-Bolivia (EXTERNAL VACANCY)

The UNICEF County Office in Bolivia is looking for a Executive Assistant, with limited appointment duration of six months. ( Open to Bolivian nationals only)

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,  HEALTH

How can you make a difference?

Under the supervision and guidance of the Deputy Representative, the Executive Assistant is accountable for communications, operations and administrative support services to enhance the smooth running of the supervisor’s day-to day activities. Executive Assistants also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests, by carrying out a range of procedural, administrative and operational tasks, to help develop, implement and monitor the Country Programme.

Key functions/ accountabilities:

Communications Support

• Supporting capacity development activities, meetings and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts; arranging times through liaising with participants over availability; liaising with budget focal points and section over costs and needs; and preparing background materials for participants.
• Prepare briefing materials for official trips or meetings.
• Follow up on established deadlines and ensuring timely submissions by staff on reports, correspondence and other documents.
• Preparing and maintaining records pertaining to programme planning, project implementation and financial expenditures for his/her respective section.

Administrative Support

• Maintaining office calendar and arranging meetings. Taking minutes of meetings and keeping the correspondence of the team well organized.
• Organize official travel on behalf of supervisor.
• Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.
• Collecting invoices and filing documents for approval and thereafter processing in VISION and Service Gateway.
• Keeps vendor lists, partners, and consultant rosters up-to-date.
• Facilitating the processing of contracts for consultants, vendors and external partners that support the office in programme delivery. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR’s in VISION, and making necessary logistical arrangements.

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.
• Support the implementation of the new online tools for programme implementation (E-tools, UNPP portal, I4PE).
• Monitoring budget implementation of cross-sectoral areas under the programme effectiveness function.
• Support the HACT plan implementation process.
• Prepare inputs for financial donor reports.
• Support the quality review of PCA, DP and SSFA.

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

QUALIFICATIONS:

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of 5 years of relevant administrative or clerical work experience is required.
• Prior experience in UN System is considered as an asset.
• Fluency in English and Spanish is required.

SKILLS:

• Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
• Good knowledge of UNICEF 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.

For every Child, you demonstrate...

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

The functional competencies required for this post are:

▪ Analyzing (1)
▪ Learning and Researching (1)
▪ Planning and organizing (1)
▪ Following Instructions and Procedures (1)

View our competency framework at

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

Remarks:

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

• Candidates must be of the citizenship of Bolivia.

• 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.

• 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.