Executive Assistant (GS-5), PD, UNICEF, New York

Purpose of the Position

Under the supervision of the Associate Director, Health the incumbent will provide administrative and secretarial support to Associate Director, Health and will assist in the smooth running of the Section.

MINIMUM ELIGIBILITY REQUIREMENTS:
- MUST PASS THE UN ASAT (Administrative Support Assessment Test) IN ENGLISH (please mention in your cover letter whether you passed this exam)
- NON-US CANDIDATES MUST BE IN POSSESSION OF A US G4 VISA OR BE A US PERMANENT RESIDENT

Key Expected Results

1. Reviews and screens incoming correspondence and prioritize those requiring urgent attention of the Associate Director, Health. Reviews documentation for conformity with established procedures and accuracy of statements before being submitted for approval by Associate Director, Health. Establishes and maintains follow-up system of communication to and from Associate Director, Health Office and amongst OED and Health section units as well as external parties ensuring timely and effective exchange and flow of information. Compiles data and information for ease of decision-making. End Result: Quality check on incoming correspondence contributes to ensuring documentation is reviewed and processed in a timely manner and an overall smooth and timely processing of documentation. Clear internal and external communication channels are established and maintained. Follow-up is tracked and done in a timely manner.
2. Makes travel arrangements for the Associate Director, Health including preparation of TA's, processing of visas, health and security clearances and other related work for travel. Keeps accurate and orderly files pertaining to travel.
3. Maintains travel plans and calendar of events for the Health Section End Result: Smooth coordination of travel and all travel related matters. Records of all travel related documentation is compiled and maintained in an orderly manner. Records and documentation of various types are maintained in clear easy to use system and documents retrieved in a timely manner as needed.
4. Focal point for computer, attendance, travel plan, supplies, performance evaluation monitoring, and expiration of contracts End Result: Smooth workflow and coordination of tasks and activities at the Section level.
5. Drafts correspondence at the request of the Associate Director, Health. Contributes to the preparation of reports, project documents by providing information, preparing tables and drafting relatively routine sections. Prepares background information for use by the Associate Director, Health.
   End Result: Correspondence is clear and accurate contributing to information management and overall smooth running of the office.
6. Arranges and provides logistical and administrative support for meetings, including telephone/video conferences, webinars and face-to-face meetings, arranges meetings both internal and external, some involving high-ranking officials. Ensures all relevant documentation for meetings are available and organized. Maintains the Associate Director's calendar, receives visitors, places and screens telephone calls and answers queries with discretion.
   End Result: Effective scheduling and preparation for meetings resulting in good time management and meetings, executed with maximum efficiency and coordination of all parties involved.
7. Performs other duties as required, including back up of other assistants in Health Section when required.

Qualifications of Successful Candidate

• Completion of secondary education (i.e. High School Diploma) is a minimum requirement.
• Five years of relevant work experience in the area of administrative services.
• Intermediate knowledge in the Microsoft Suite of Products (including MS Word, MS Excel & MS PowerPoint) is required. Basic knowledge of SAP is highly desirable
• Proven typing ability, thorough knowledge of modern office procedures and knowledge of UNICEF procedures and protocol is considered an asset.
• Must pass the UN ASAT (Administrative Support Assessment Test) in English (please mention in your cover letter whether you passed this exam)

Competencies of Successful Candidate

• Communicates effectively.
• Able to work effectively in a multi-cultural environment.
• Sets high levels of quality and productivity for self.
• Analyzes and integrates verbal, numerical and other types of data.
• Rapidly learns new tasks relevant to own job and quickly commits information to memory.
• Sets self clearly defined tasks in line objectives set by the line manager.
• Follows spoken and written instructions without unnecessarily challenging others' authority.

How to apply:

If you want a challenging career while improving the lives of children around the world UNICEF, the leading children's rights organization, would like to hear from you.
Visit us at www.unicef.org/about/employ to register in our new e-Recruitment system and apply to this vacancy,quoting E-VN-2012-001815. Applications must be received by Midnight EST on 10 December 2012.IN ORDER TO MEET THE MINIMUM ELIGIBILITY REQUIREMENTS FOR THIS PARTICULAR POST, A CANDIDATE MUST: - PASS THE UN ASAT (Administrative Support Assessment Test) in ENGLISH (PLEASE MENTION IN YOUR APPLICATION COVER LETTER WHETHER YOU PASSED THIS EXAM) - BE IN POSSESSION OF A US G-4 VISA (FOR NON US RESIDENTS) OR BE A US CITIZEN/PERMANENT RESIDENT IMPORTANT: As part of your applicant online profile on UNICEF's e-Recruitment site, please make sure your select “Release Profile” under Candidate Profile/Overview & Release. Please note that only candidates who are under serious consideration will be contacted. In the selection of its staff, UNICEF is committed to gender balance and diversity without distinction as to race, sex or religion, and without discrimination of persons with disabilities. Well qualified candidates are strongly encouraged to apply.