Executive Assistant, Fixed-term appointment, GS-5, Nur-Sultan duty station, Kazakhstan (open to Kazakhstan nationals only)

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 1,504 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Executive Assistant, Fixed-term appointment, GS-5, Nur-Sultan duty station, Kazakhstan (open to Kazakhstan nationals only)

Position Level: GS-5 Contract Type: fixed-term appointment Duty Station: Nur-Sultan Working type: full-time, office-based

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential. Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone. And we never give up. For every child, a fair chance

Background

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programmes, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations. For more than two decades, UNICEF works closely with the national government, local representatives and civil society to improve the situation of children in Kazakhstan, ensuring equal access to quality social services, and primarily, healthcare and education.

How can you make a difference?

Executive Assistants at the GS-5 level typically report to a head of office; therefore, the scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized, yet the incumbent must apply a good knowledge of guidelines to operationally support the supervisor. In addition, they represent the supervisor in communications with counterparts within UNICEF and in partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work.

Purpose of the job: Under the general guidance of the supervisor, the Executive Assistant is accountable for communications, operations and administrative support services to enhance the smooth running of the supervisor’s day-to day activities. Executive Assistants also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Duties and responsibilities

• Arranges appointments and maintains Representative’s calendar daily, receives visitors, places and screens telephone calls and answers queries with discretion, including receptionist functions (receiving and answering telephone calls). • Arranges internal and external meetings for Representative, some involving high-ranking officials, and takes minutes and/or notes at meetings, file when appropriate. Prepares informal translations and may act as interpreter. • Maintains calendar of office events and shares the information from Representative to related staff and attend to travel and leave plans. Liason with MoFA and UN agencies if required. • Drafts correspondence, documents and reports, some of which are highly confidential, ensuring that spelling, punctuation and format are correct. Clears correspondence for conformity with established procedures and accuracy of statements before being signed by Representative. • Receives, screens, logs and routes correspondence within related staff, attaches necessary background information and maintains follow-up system. Registering the incoming/outgoing correspondence. Arrange the pouch delivery contacting the courier services. Maintain policy files, office memorandums, CMT discussions and other core office documents. • Maintains the Senior driver’s schedule and coordination in accordance with the Representative’s schedule of movements. • By the end of the month to print billing printouts from communication providers for office mobile phone usage, sorted by name of staff member holding office mobiles, distribute within these staff for identification of personal calls for reimbursement and collect the refund. • Selects and makes pertinent abstracts and undertakes searches for information. Maintains telephone directory of ministers, government officials and members of the diplomatic corps. • Coordinates travel arrangements for the Representative and performs liaison duties with other units. Follow up on updated visas and security clearances for the travels. Preparing the supporting documents for travel. • Other duties related to support of Communication and Operations teams. • May perform other duties as required.

To qualify as an advocate for every child you will have…

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work. • Work Experience: A minimum of five years of relevant administrative or clerical work experience is required. • Language Proficiency: Fluency in English and Russian is required. Fluency in Kazakh would be an asset. • Competency Profile: a) Core competencies - Demonstrates Self Awareness and Ethical Awareness (1) - Works Collaboratively with others (1) - Builds and Maintains Partnerships (1) - Innovates and Embraces Change (1) - Thinks and Acts Strategically (1) - Drives to achieve impactful results (1) - Manages ambiguity and complexity (1) b) Functional Competencies: - Analyzing (1) - Learning & Researching (1) - Planning & Organizing (2) - Following Instructions and Procedures c) Skills: - Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required. - Good knowledge of UNICEF administrative policies and procedures. - Organizational, planning and prioritizing skills and abilities. - Ability to deal patiently and tactfully with visitors. - High sense of confidentiality, initiative and good judgment. - Ability to work effectively with people of different national and cultural background. - Ability to work in a team environment to achieve common goals and to provide guidance to more junior support staff.

For every Child, you demonstrate… UNICEF’s core values of Care, Respect, Integrity, Trust and Accountability UNICEF Core Values.docx

View our core competencies framework Core Competencies.pdf

View our functional competencies framework Functional Competencies.pdf

Remarks: • Only shortlisted candidates will be contacted and advance to the next stage of the selection process. • Candidates must be of the citizenship of Kazakhstan. • UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination. UNICEF also adheres to strict child safeguarding principles. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. • UNICEF is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of the organization.