The Office of United
Nations Children’s Fund (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
DUTY
STATION: Kigali
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.
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
