Individual contractor on supporting UNICEF’s front office in Azerbaijan

Contract

This is a Consultancy contract. More about Consultancy contracts.

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 fulfil 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, development

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, 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.

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 fulfil their potential but also will lead to sustained growth and stability of countries.

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.

How can you make a difference?

Scope of Work:

Arranges appointments and maintains supervisor’s calendar, manages visitors in compliance with office security measures, places and screens telephone calls and answers enquiries; Organizes meetings including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings. Distributes meeting reports and information and ensures follow-up on required actions.

Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents receives screens and registers correspondence and documents. Attaches necessary background information and maintains a follow-up system for actions to be undertaken by the staff member

Collects and prepares briefing materials for supervisors concerning official trips or special meetings. Undertakes travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations.

Prepares correspondence for the supervisor’s signature and may make informal translations into another official language as required. Drafts non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.

Maintains the filing system of the front office including policy documents, and confidential and general files, including handling the office pouch/DHL mail. Keeps lists of names, addresses and telephone numbers of ministers, government officials, and members of the diplomatic corps in addition to UNICEF headquarters and regional office.

Operates the office switchboard system to receive/ dispatch/place all in/out communications with the office during working hours

Undertakes any other duties assigned by the supervisor.

Tasks/milestones:

• Arranges appointments and maintains supervisor’s calendar, manages visitors in compliance with office security measures, places and screens telephone calls and answers enquiries
• Organizes and facilitates the administrative work of the office
• Collects and prepares briefing materials for supervisor concerning official trips or special meetings
• Operates the office switchboard system to receive/ dispatch/place all in/out communications with the office during working hours
• Arrange bilateral meetings with the partners and provide logistical support for the meetings
• Undertake research on specific topics as requested
• Draft the minutes of the internal and external meetings
• Maintain close cooperation with the Regional office, timely manage the tasks requested from RO

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

• Completion of secondary education; High School Diploma, and business courses or other relevant disciplines.
• Thorough knowledge of modern office procedures; Knowledge of protocol.
• A minimum of three (3) years of secretarial and office support work experience.
• Experience working with the UN and other international organizations would be an asset.
• Computer literacy and the ability to effectively use standard office software tools and other office technology
• Fluency in written and spoken English and Azerbaijani

Deadline: 16 June 2022, 18:00 (Baku time)

The shortlisted applicants will be contacted by UNICEF for a technical discussion and interview.

For every Child, you demonstrate…

UNICEF's values of Care, Respect, Integrity, Trust, and Accountability (CRITA).

To view our competency framework, please visit here.

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:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

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

Individuals engaged under a consultancy or individual contract will not be considered “staff members” under the Staff Regulations and Rules of the United Nations and UNICEF’s policies and procedures, and will not be entitled to benefits provided therein (such as leave entitlements and medical insurance coverage). Their conditions of service will be governed by their contract and the General Conditions of Contracts for the Services of Consultants and Individual Contractors. Consultants and individual contractors are responsible for determining their tax liabilities and for the payment of any taxes and/or duties, in accordance with local or other applicable laws.

The selected candidate is solely responsible to ensure that the visa (applicable) and health insurance required to perform the duties of the contract are valid for the entire period of the contract. The candidate may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid).