United Nations Children's Fund (UNICEF) Senior Executive Assistant Job in Kenya

Vacancy announcement ref: UNSOM/2010/030
Title: Senior Executive Assistant
Category and Grade Level: GS-6
Type of Contract:Fixed Term IMIS number: 14509
Length of Contract: One year Organizational Unit: Office of UNICEF’s Representative (Front Office)
Duty Station: Nairobi Closing date of Application: 07th October 2010

If you are qualified and looking for a chance to make a real difference in the lives of vulnerable Somali children while gaining opportunities for career growth, you are invited to apply for the post of Executive Assistant with UNICEF Somalia, to be located at the UNICEF Somalia Support Centre in Nairobi.

If successful, you’ll be part of a dynamic and passionate team in Nairobi and Somalia that works together to improve the health, nutrition, water, sanitation, hygiene, and basic education of Somali girls and boys and protect them protection from violence, exploitation and abuse".

The successful candidate will be offered a Fixed Term Appointment for one year. Further extensions will be based on organizational needs, availability of funds and satisfactory performance.

Purpose of the Post

Under the supervision of the Policy Specialist in the Representative’s Office, the incumbent will provide administrative, secretarial and logistical support on all office management and representational functions of the Representative’s office, including quality control and coordination of the wide variety of activities and processes performed by this Office.
Major duties and responsibilities

• Prepare, maintain and follow-up a well planned and organised work schedule for the Representative by undertaking the following;

1. Making appropriate appointments, compiling required documentation, assemble briefing notes for meetings, etc.
2. Ensuring all staff access to the Representative’s schedule through the common drive, notifications as appropriate, etc.
3. Ensuring effective preparation of representation events

• Responsible for meeting preparation for Representative’s meetings/meetings of the Representative’s office and be responsible for ensuring logistical support as required, including to the Country Management Team (CMT) as alternate secretary. This will include:

1. Preparing relevant documentation, talking points, etc.
2. Circulating announcements of meetings, preparing and circulating action points, ensuring adequate preparation of documents and meeting facilities
3. Effective liaison with transport section/ senior driver

• Maintain a well-organised documentation and archiving system for Representative’s office that includes organized filing system and provision of documentation/briefing, etc. as required

• Well developed and smoothly maintained relations with the Executive Assistants of Executive mansion, Ministry of Foreign Affairs, Special Representative of the Secretary General, both Deputy Special Representative of the Secretary Generals’ offices through frequent interactions and sharing and acquisition of relevant information

• Effective and welcoming management of visitors to Representative’s office which includes:

1. Ensuring adequate preparation for receiving all visitors according to their needs/ purpose of visit
2. Providing materials as appropriate
3. Ensuring adequate follow-up, including note-taking where required.

• Effectively maintain and develop the office calendar and its update, as well be responsible for training section/unit assistants

Qualifications, experience & Skills

• At the minimum, completion of 'A' level Secondary School education, supplemented by University degree or relevant courses in Business Administration, Management and/or Project Administration. Knowledge of protocol issues.
• Six to seven years secretarial experience, at least two of which should be in an Executive Office.
• Excellent knowledge of English and the language of the duty station. Knowledge of Somali language and another United Nations working language is desirable.
• Demonstrated capacity for self-organization.
• Team work spirit is essential.
• Computer skills, including internet navigation, and various office applications.
• Demonstrated ability to work in a multi-cultural environment, and establish harmonious and effective working relationships both within and outside the organization.

How to apply

Interested and qualified candidates should send their applications with updated UN Personal History Form (P.11) form, updated CV and copies of academic certificates. UN staff are requested to provide the last two Performance Evaluation Reports (PERs).

Please quote the vacancy number in your application.

Human Resources Manager
Vacancy Number 2010/030
UNICEF Somalia Support Centre
P.O. Box 44145-00100
Nairobi, Kenya
Or email to: somaliahrvacancies@unicef.org

Please note that documents submitted along with your applications will not be returned.

Only short-listed applicants will be contacted.

Qualified female candidates are especially encouraged to apply

UNICEF is a non-smoking environment

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