The Office of United Nations Children’s Fund
(UNICEF) Rwanda is inviting applications from suitably qualified Rwandan
nationals to fill the following vacancy:
(UNICEF) Rwanda is inviting applications from suitably qualified Rwandan
nationals to fill the following vacancy:
TITLE: SENIOR EXECUTIVE ASSISTANT
LEVEL : GS-6 (category for General Services)
TYPE OF APPOINTMENT: Fixed-Term
DURATION: 1 year renewable
DEPARTMENT : Representative’s Office
DATE OF ISSUE: 05/02/2014
DATE OF CLOSURE: 19/02/2014
PURPOSE OF THE JOB
This position reports to the Representative with
responsibility of providing administrative and secretarial support services to
the Representative’s Office. 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.
responsibility of providing administrative and secretarial support services to
the Representative’s Office. 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.
KEY ACCOUNTABILITIES DUTIES & TASKS
- Administrative, executive assistance and
secretarial support services to the Representative to facilitate the
smooth running of the Representative’s Office, including effective
processing and coordination of information and data. - Helps manage the immediate office operations
with respect to communications, meetings and work flow, establishes
internal tracking systems and procedures for correspondence and documents;
monitors work progress and cases of priority and concern to the
supervisor. - Establishes and maintains a records management
system containing reference materials and confidential records as
required. Communicates sensitive information to senior management and
coordinates responses to sensitive inquiries on behalf of the
Representative. - Prepares correspondence for the supervisor’s
signature, and may make informal translations into other official
languages as required. Draft non-substantive correspondence based on
first-hand knowledge of work schedule or events, rough notes, or verbal
instructions, for supervisor’s approval. - Follows up on the preparation by staff of
reports, correspondence, briefing notes and other documents for the
supervisor’s reference, Reviews these documents for appropriate format and
style, in accordance with standard practices. - Arranges appointments and maintains the
Representative’s calendar, receiving high ranking visitors, places and
screens telephone calls and answers enquiries; Organizes high-level
meetings 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 on required actions. - Collects and prepare briefing materials for
the supervisor, concerning official trips or special meetings. Undertake
travel arrangements for the supervisor, including arranging itinerary,
visas, and hotel reservations. Brief supervisor of important developments
upon their return. - Keeps abreast of activities of imports e,
latest policies, procedures and organizational changes -affecting the
team. Works closely with team colleagues and provides support in
achievement of work priorities and objectives.
MINIMUM QUALIFICATIONS AND EXPERIENCE
- Completion of High School Diploma, coupled
with secretarial and administrative or business management courses - Six years of experience in relevant
professional and high level office support work, including organizing and
supervising a whole range of protocol matters, office management, support
and administrative activities - Computer literacy and the ability to
effectively use standard office software tools and other office technology
to create documentation, exchange and archive e-mail, and maintain
electronic/paper copy filing systems is essential - Ability to work with minimum of supervision,
coupled with a high sense of responsibility, Ability to extract and format
data and to solve operational problems. Ability to organize own and others
work, set priorities and meet deadlines Ability to organize meetings and
events. Ability to handle, work quickly and accurately under time
constraints - Fluency in English and local working language
of the duty station
UNICEF
- Core Competency Profile: Communication, Working with People,
Sensitivity and ability to work with high-ranking people, Drive for
Results - Functional Competency Profile: Analyzing, Applying Technical Expertise,
Following Instructions and Procedures, Planning and Organizing
THE APPLICATION MUST BE SUBMITTED AS FOLLOWS:
- If you meet the above requirements, please
submit your application along with a cover letter, an updated resume,
legalized photocopies of degrees, diplomas and certificates and completed
Personnel History Form (P11 forms are available at the reception of
UNICEF), indicating’ post title and vacancy number to the Chief of
Operations, UNICEF, P.O. Box 381 Kigali. Please submit your
application documents to the UNICEF Reception in a sealed envelope. - Only short-listed candidates will be
contacted; submitted applications will not be returned. - No late applications will be considered.
- Women are particularly encouraged to apply.
UNICEF IS A SMOKE FREE ENVIRONMENT.
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
WITHOUT DISTINCTION AS TO RACE, SEX OR RELIGION, AND WITHOUT DISCRIMINATION OF
PERSONS WITH DISABILITIES. WELL QUALIFIED CANDIDATES ARE STRONGLY ENCOURAGED TO
APPLY