Executive Assistant - UNICEF

The Executive Assistant ensures the smooth running of day-to-day activities for the Africa Services Unit, including communications, operations, budget, travel and administrative support. The candidate must have a confident personality and a sharp eye for detail, which are essential for tactical thinking and clear communication. This role is client-facing, so the candidate must be adept at building relationships and willing to develop an understanding of the stakeholders.

Reporting to the Chief of Communication (ASU), the candidate will be responsible for ensuring that specific project work is signed off by key stakeholders and any issues are raised to the relevant persons to be resolved. Some experience working with media and/or social media would be advantageous.

Key functions, accountabilities and related duties/tasks:

Summary of key functions/accountabilities:

• Communications Support
• Administrative Support
• Operations 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.
• 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.

ADMINISTRATIVE SUPPORT:

• Maintain the supervisor’s calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• 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.

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

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.

Experience: A minimum of five years of relevant administrative or clerical work experience is required.

Language requirements: Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Skills:

• Strong organizational, administrative, planning and prioritization skills, and attention to detail
• Strong written and verbal communication skills
• Confidence to work, make astute decisions and meet tight deadlines to get the best results
• A good judgement, sense of initiative and an enthusiastic attitude toward work
• An understanding of both technical and creative processes for communication
• Good knowledge of UNICEF administrative policies and procedures
• Ability to work and adapt in a multicultural team environment to achieve common goals