Principal Secretary at UNHCR, Kigali, Rwanda –
DEADLINE: 22/07/2014
DEADLINE: 22/07/2014
INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT No: 14/
HCR/KGL/VN/21
HCR/KGL/VN/21
Title of Post: Principal Secretary
Post Number: 10006303
Grade: GL6 (General Services)
Location: Kigali
Duration of appointment: One year
(1)
(1)
Entry on Duty : As soon as
possible
possible
Closing Date: 23 July 2014
Duties and
Responsibilities:
Responsibilities:
Under the direct supervision of the
Representative, the incumbent will perform the following functions:
Representative, the incumbent will perform the following functions:
Arrange appointments and maintain Supervisor’s
calendar, receive high-ranking visitors, place and screen telephone calls and
answer queries with discretion.
calendar, receive high-ranking visitors, place and screen telephone calls and
answer queries with discretion.
- Manage the flow of information to/from the
Supervisor and other senior staff; identify priority matters that need to
be urgently addressed by the Supervisor.
- Confer with senior managers in the operation and
Heads of Sections to secure timely and authoritative information relevant
to matters requiring action, facilitating decisions by or authorised approvals
from the Supervisor.
- Ensure follow up to ensure that appropriate
action is being taken by senior managers on tasks determined by the
Supervisor.
- Assist in compiling briefing materials and taking
points for Supervisor for official trips or special meetings.
- Arrange meetings with high-ranking officials and
official receptions given by the
Super
- Ensure that high-level visitors are appropriately
informed, that they receive background information as necessary, and that
the necessary protocols are respected.
- Prepare informal translations.
- Receive screen, log and route correspondence,
attach necessary background information and, maintain follow up system.
- Select and make pertinent abstracts and undertake
searches for information.
- Draft non-substantive correspondence and ensure
follow-up.
- Type correspondence, documents and reports, etc,
some of which are highly confidential
- Maintain policy, confidential and general
management files.
- Keep lists of names, addresses and telephone
numbers of ministers, government officials and members of the diplomatic
corps.
- Ensure timely administrative procedures
(hospitality expenses, education grants, home leave etc.).
- Have access to highly sensitive and confidential
information.
- Prioritise tasks and organise work independently.
- Any additional task requiring the attention of
the Executive Office.
Qualifications and Experience
- Completion of Secondary education or equivalent technical
or commercial school with extensive
- Secretarial training or post-secondary
certificate in Business Administration, Secretarial work, Office
Management or a related field.
- University degree will be desirable.
- Minimum 6 years of previous job experience
relevant to the function.
- Computer skills (MS office and People soft
applications).
- Drafting and editing skills.
- Fluency in English and French (written and
spoken) and excellent knowledge of Kinyarwanda.
Desirable qualifications
Completion of UNHCR learning programmes or specific
training relevant to functions of the position.
training relevant to functions of the position.
Submission of Applications
Please send your CV, the UN Personal History
Form (P.11) together with application in a sealed envelope (marked Confidential
with the Vacancy Announcement Number clearly matted on the top left-hand
corner) to:
Form (P.11) together with application in a sealed envelope (marked Confidential
with the Vacancy Announcement Number clearly matted on the top left-hand
corner) to:
The Representative, UNHCR Representation
Office in Rwanda, Plot 5744, Opp. MTN Centre
Nyarutarama Road, Kigali
N.B: We strongly encourage female
candidates to apply. Only short listed candidates will be contacted.
candidates to apply. Only short listed candidates will be contacted.
