Job Title: Executive Assistant
Closing Date: Wednesday, 30 May 2012
Background Information - UNOPS
“UNOPS plays a critical role in providing management services for our life-saving, peacebuilding, humanitarian and development operations. I have seen many examples of how these activities help suffering people in troubled parts of the world.”
Ban Ki-moon, United Nations Secretary-General
UNOPS mission is to expand the capacity of the UN system and its partners to implement peacebuilding, humanitarian and development operations that matter for people in need.
Working in some of the world’s most challenging environments, UNOPS vision is to always satisfy partners with management services that meet world-class standards of quality, speed and cost effectiveness.
By assisting UN organizations, international financial institutions, governments and other development partners, UNOPS makes significant, tangible contributions to results on the ground.
UNOPS employs around 3,500 personnel annually and on behalf of its partners creates thousands more work opportunities in local communities. With its headquarters in Copenhagen, Denmark, a network of five regional offices and a further 20 operations and project centres, UNOPS oversees activities in more than 80 countries.
UNOPS is committed to achieving a truly diverse workforce.
Background info - BU AFO
Africa Regional Office
Based in Johannesburg, South Africa, the Africa Regional Office supports UNOPS country offices in the region, providing financial oversight of projects, procuring goods and services and managing human resources.
AFO helps ensure that projects are executed to the highest standards, providing a shared knowledge base and ensuring that best practices and lessons learned are disseminated between projects across the entire region.
Background Information - Job-specific
The position is based in Johannesburg, and the incumbent will support the 2 most senior managers of Africa Office (AFO). The Executive Assistant will work under the direct supervision of the Deputy and Regional Directors to provide support, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team.
Functional Responsibilities
Efficient and discreet management of the Directors’ schedules
Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
Organization of special AFO Regional events, such as workshops, luncheons, receptions for governments, UN agencies, governmental/non-governmental organizations and other partners;
Establishment of an effective network and exchange of information with internal partners and important business clients;
Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners;
Establishment and maintenance of all hard copy and electronic files, reference materials and confidential records as required, and evaluation of information for retention or disposal;
Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
Preparation of spreadsheets, database files, presentation slides and tables ensuring appropriate style and accuracy of information.
Management of the Deputy Regional Director/Regional Director’s missions and representation schedule, as well as related travel arrangements.
Preparation of high quality briefing materials for the Deputy Regional and Regional Directors for appointments, meetings, missions.
Work as a back up to the Administrative Associate
Competencies
Integrity
Professionalism
Respect for Diversity
Creativity and innovation
Commitment to continuous Learning
Accountability
Planning and Organizing
Results orientation
Communications skills
Teamwork skills
Client orientation
Technological awareness
Education
High school diploma is required. Specialized secretarial training or office management a significant asset
Experience
5 to 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Office 2003 and/or newer versions), experience in handling of web-based management systems.
Languages
Fluency in written and oral English required. Knowledge of French is significant asset.
Contract type, level and duration
Contract type: Fixed Term Appointment
Contract level: G6
Contract duration: One year initially, renewable subject to satisfactory performance and funding availability
To Apply:
For more details about United Nations staff contracts, please follow this link:
http://www.unops.org/english/whoweneed/contract-types/Pages/United-Nations-staff-contracts.aspx
Additional Considerations
Please note that the closing date is midnight Copenhagen time (CET)
Applications received after the closing date will not be considered.
Only those candidates that are short-listed for interviews will be notified.
Qualified female candidates are strongly encouraged to apply.
UNOPS reserves the right to appoint a candidate at a level below the advertised level of the post
The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Deadline:30th May 2012
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