Executive Assistant - G-5 – Fixed Term Appointment -position # 5983 São Tomé e Príncipe WCAR

UNICEF São Tomé & Príncipe is looking to fill a position of Executive Assistant, level G-5

Executive Assistant - G-5 – Fixe Term Appointment -position # 5983 São Tomé e Príncipe WCAR – requisition

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.

To learn more about UNICEF, visit www.unicef.org.

For Every Child, a champion

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.

UNICEF São Tomé & Príncipe is looking to fill a position of Executive Assistant, level G-5.

How can you make a difference?

Under the supervision 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. This involves management of information and coordination of matters within a substantive team. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.

As a champion for children, you will have the following duties/tasks:

• Communications Support 
• Administrative Support 
• Operations Support   

1. Administrative, executive assistance and secretarial support services to the Deputy Representative and Representative 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 workflow; identifies complex or sensitive information, and contacts, for special treatment as well as priority issues that need to be brought to the Deputy Representative and Representative’s attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.

• Reviews all incoming correspondences. Apprises the Deputy Representative and Representative of urgent and important issues. Determines routing-for-action to senior staff, follows-up on the actions taken and provides information updates regarding subsequent developments and issues. This includes continuous monitoring of correspondences and actions requiring his/her personal attention and preparing responses as appropriate. Establish/ manages follow-up system for timely responses.

• Responsible for coordination of visits of high-level officials/ visitors including Government, UN Agencies, Embassies, Goodwill Ambassadors and Regional and HQ Sr. staff. Issue invitations, places and screen telephone calls and answers enquiries. Ensures adherence to protocol, manages specific administrative/ programmatic requirements and organized official receptions.

• Organizes high-level and internal management meetings (Programme Coordination Meeting and Coordination Management meeting) 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 required actions.

• Coordinates travel arrangements for the Deputy Representative and Representative, including arranging itinerary, visas and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Collects and prepare briefing materials for the Representative concerning official trips or special meetings. 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.

    3. Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives

• Prepares correspondence for the Deputy Representative and Representative’s signature and may make informal translations into another official languages as required. Draft nonsubstantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for Deputy Representative and Representative’s approval.

• Communicates sensitive information to senior level managers and coordinate responses to sensitive inquiries on behalf of the Deputy Representative and Representative.

• Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the Deputy Representative and Representative’s reference

• Reviews these documents for appropriate format and style, in accordance with UNICEF standards.

• Selects and makes pertinent abstracts and undertake searches for information as directed

To qualify as a champion for every child you will have...

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.  
• A minimum of five years of relevant administrative or clerical work experience is required. 
• 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. 

Language Proficiency

• Fluency in Portuguese and working knowledge of English and French is required. Working knowledge of an additional UN language is considered is as an asset.

For every Child, you demonstrate...

Core Values: Care, Respect, Integrity, Trust, Accountability

Core Competencies

• Demonstrates Self-Awareness and Ethical Awareness (2)
• Works Collaboratively with others (2)
• Builds and Maintains Partnerships (2)
• Innovates and Embraces Change (2)
• Thinks and Acts Strategically (2)
• Drive to achieve impactful results (2)
• Manages ambiguity and complexity (2)

During the recruitment process, we test candidates following the competency framework. Familiarize yourself with our competency framework and its different levels: competency framework here.

This is a National position only national of the country are eligible to apply.

UNICEF is here to serve the world’s most disadvantaged children and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, age, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, or any other personal characteristic.
We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF strongly encourages the use of flexible working arrangements.

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 is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

UNICEF’s active commitment towards diversity and inclusion is critical to deliver the best results for children.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station, which will be facilitated by UNICEF, is required for IP positions. Appointments are also subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Government employees that are considered for employment with UNICEF are normally required to resign from their government before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

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