Executive Assistant-G-5 – Temporary Appointment -position # 00119707 São Tomé e Príncipe WCAR – 7 months

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 1,185 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.

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.

To learn more about UNICEF, visit www.unicef.org.

For Every Child, a champion

UNICEF São Tomé & Príncipe is looking to fill a position of Executive Assistant, level G-5.

How can you make a difference?

Under the supervision of a head/deputy head of office, 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.

As a champion for children, you will have the following duties/tasks:

• Communications Support
• Administrative Support
• Operations Support

COMMUNICATIONS SUPPORT:

On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.

Communicate sensitive information to higher level managers.

Receive, screen, format, print, log, route and file appropriately (electronically and physically) the overall incoming and outgoing correspondence, including internal and external documents in a timely manner, using ECM Platform to share materials.

Provide routine information pertaining to the work of the division/office.

Draft responses to written inquiries on routine questions.

Coordinate responses to sensitive inquiries.

Prepare briefing materials for official trips or meetings.

Follow up on established deadlines and ensuring timely submissions by staff on reports, correspondence and other documents.

ADMINISTRATIVE SUPPORT:

Maintain the supervisor’s calendar and arrange meetings.

Organize official travel on behalf of supervisor.

Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.

OPERATIONS SUPPORT:

Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.

Supports management of administrative supplies, office equipment, and updating the inventory of items.

Proceed to cash payments based on requests submitted by the colleagues ; request for Cash replenishments is made and processed ; Timely comply with monthly closure procedures

Executive Assistants at the GS-5 level typically report to a head/deputy 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.

To qualify as a champion for every child you will have...

• Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work.
• A minimum of five years of relevant administrative or clerical work experience is required.
• 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.

  Language Proficiency

• Fluency in Portuguese and working knowledge of English or French is required. Working knowledge of an additional UN language is considered is as an asset.

For every Child, you demonstrate...

Core Values****: Care, Respect, Integrity, Trust, Accountability

Core Competencies

• Nurtures, Leads and Manages People (1)
• Demonstrates Self-Awareness and Ethical Awareness (2)
• Works Collaboratively with others (2)
• Builds and Maintains Partnerships (2)
• Innovates and Embraces Change (2)
• Thinks and Acts Strategically (2)
• Drive to achieve impactful results (2)
• Manages ambiguity and complexity (2)

Technical competencies must be demonstrated in the following areas:

• Some understanding of the overall global development context, including issues such as: poverty, conflict and the impact of these factors on education and vice-versa; and inter-sectoral approaches to address such issues in collaboration with other sectors (including Social Policy, Child Protection, Nutrition, WASH, Health, and Communications within UNICEF).
• Some knowledge of global developments in education and international engagement strategies, including the application of the equity lens and human rights perspectives to programming.
• Some ability to support policy dialogue: translation of analytical findings and evidence into development programme and policy discussions around equity and learning with partners, including government, development partners, CSOs and academia in relevant areas.
• Some education sector planning knowledge/ability, including the range of modalities for delivering education, linkages between different sub-sectors (e.g. ECD, Primary, Secondary, Tertiary, Inclusive Education), cost-effectiveness and efficiency issues, key institutional structures, components and processes, as well as governance issues.
• Some education and policy sector analysis capacity, including understanding of the core education data sets and indicators; tools for analysis of equity; determinants of student access and learning; budget, costing, and financial management in education systems; political economy; and education policy and strategic planning.
• Some programme management in education, including programme design, costing, monitoring and evaluation and reporting.
• Some ability to support engagement with partners e.g. Sector Wide Approaches, Global Partnership for Education, Education in Emergency Clusters, Education Provider Forums, Delivering as One, Inter-sectoral partnerships such as in ECD, as well as networking with other key partners.
• Some understanding of gender and inequity issues in relation to education and development and the application of gender / equity analysis to policy and planning in education.
• For CO and RO based posts and where relevant, some understanding of policies and strategies to address issues related to resilience: risk analysis and risk management, education in conflict situations, natural disasters, and recovery.

This is a National position only national of the country are eligible to apply.

To view our competency framework, please visit here.

Click here to learn more about UNICEF’s values and competencies.

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.

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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

Remarks:

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.