Executive Assistant (G-5)

Job Posting Organization:
UNICEF, established in 1946, operates in over 190 countries and territories with a mission to save children's lives, defend their rights, and help them fulfill their potential. The organization is committed to promoting the rights of every child and offers diverse opportunities for professional and personal development. UNICEF is known for its inclusive culture and attractive compensation and benefits package, emphasizing the importance of building careers that contribute to the well-being of children and communities worldwide.

Job Overview:
The Executive Assistant position at UNICEF is crucial for ensuring the smooth operation of the supervisor's daily activities. This role involves providing comprehensive communications, operations, and administrative support. The Executive Assistant will manage correspondence, facilitate communication of sensitive information, and draft responses to inquiries. Additionally, the role includes maintaining the supervisor's calendar, organizing travel, and preparing documentation for signature. The Executive Assistant will also support capacity development activities and manage logistical arrangements for conferences, ensuring that all operations run efficiently. This position requires a proactive approach to problem-solving and the ability to represent the supervisor effectively in various contexts.

Duties and Responsibilities:

• Manage incoming and outgoing correspondence, emails, and phone calls on behalf of the supervisor.
• Communicate sensitive information to higher-level managers and provide routine information related to the division's work.
• Draft responses to written inquiries and coordinate responses to sensitive inquiries.
• Prepare briefing materials for official trips or meetings and follow up on deadlines to ensure timely submissions of reports and documents.
• Maintain the supervisor's calendar, arrange meetings, and organize official travel.
• Prepare documentation for the supervisor's signature, ensuring accuracy in style, facts, and grammar.
• Support capacity development activities by making logistical arrangements and engaging with facilitators and caterers.
• Maintain a system to monitor staff absences and manage administrative supplies and office equipment.
• Liaise with Public and Private Sector organizations, civil societies, and the Diplomatic Corps, supporting the supervisor in these interactions. 1
• Perform secretariat functions for the Business Advisory Council (BAC) and its sub-committees, including taking notes and minutes of key meetings and following up on decisions.

Required Qualifications:
Candidates must possess a minimum of secondary education in a related field. They should have at least 5 years of relevant work experience in administration, operations, communications, partnerships, human resources, or government relations. Essential skills include planning, time management, proficiency in MS Office and SharePoint, teamwork, and an agile approach to tasks. Candidates should demonstrate strong organizational abilities and a proactive mindset.

Educational Background:
The educational requirement for this position is a secondary education in any related field. This foundational education is essential for understanding the administrative and operational tasks associated with the role.

Experience:
The position requires a minimum of 5 years of relevant work experience. This experience should encompass areas such as administration, operations, communications, partnerships, human resources, and government relations. Candidates should have a proven track record of managing administrative tasks and supporting senior management effectively.

Languages:
Proficiency in English, Russian, and Kazakh is mandatory for this position. Additionally, knowledge of another official UN language such as Arabic, Chinese, French, or Spanish is considered desirable, enhancing the candidate's ability to communicate in a diverse environment.

Additional Notes:
This position is temporary and may involve specific contract duration and seniority levels. UNICEF promotes an inclusive workforce and encourages applications from all qualified candidates, regardless of gender, nationality, or background. The organization offers various benefits, including paid parental leave and reasonable accommodations for persons with disabilities. Candidates must be aware that UNICEF does not charge any processing fees during the recruitment process and that all selected candidates will undergo rigorous background checks. Medical clearance and compliance with vaccination requirements are necessary for appointment.