Post Title:Executive Assistant, at General Service (GS-5) Level, on Fixed Term Appointment

ADVERTISEMENT OF VACANCY

Post Title:Executive Assistant, at General Service (GS-5) level, on Fixed Term Appointment

Duty Station:Dushanbe, Tajikistan

Closing date: 08 March 2012

Duties and responsibilities:

Under the supervision of the Representative, performs executive assistance and secretarial functions for the Front Office:
1.Arranges appointments and maintains calendar for Representative and Deputy Representative, receiving visitors, places and screens telephone calls and answers enquiries; Organizes meetings both internal and external, some involving high-ranking offices, 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 ensure follow-up on required actions.
2. Establishes internal proceduresand tracking system for correspondence and documents; Receives, screens, logs and routes correspondence, attaches necessary background information and maintains follow-up system. Maintain Office Master Registry file with chrono –in/out, general information files.
3. Prepares correspondence for the supervisor’s signature, drafts and types routine correspondence and reports; prepares unofficial translation for incoming and outgoing correspondences. May act as an interpreter.
4. Follows up on the preparation by staff of reports, correspondence, briefing notes and other documents for the supervisor’s reference. Reviews these documents for appropriate format and style, in accordance with standard practices.Establishes and maintains a records management system containing reference materials and confidential records as required.
5. Maintains office Vendor Master data (government organizations, CSO/NGOs, INGOs)and acts as Applications Administrator for VISION; Acts as Secretary and takes notes at meetings for in-house committees, as required.
6. Maintains lists of names, addresses and telephone numbers of ministers, government officials, members of the diplomatic corps, and other partners.
7. Collects and prepares briefing materials for supervisor concerning official trips or special meetings. Undertakes travel arrangements for supervisor and Deputy Representative, including arranging itinerary, visas, and hotel reservations. Ensures offices are informed of travel arrangements and requirements. Briefs supervisor of important developments upon their return.
8. Responsible for timely collection and dispatch of official pouch.
9. Performs other duties as required

Qualifications:

Completion of secondary or technical education; knowledge of protocol; three to five years of secretarial experience preferably within an international organization; fluency in English, Tajik and Russian. .

Competencies:

Commitment • Diversity and Inclusion • Integrity• Communication • Working with People • Drive for Results • Analyzing • Learning and Researching • Planning and Organizing • Following instructions and Procedures

Letter of application, along with detailed CV should be addressed to:

UNICEF, 37/1 Bokhtar street,

734001 Dushanbe, Tajikistan

Attention to: Operations Manager – Confidential or e-mailed

UN candidates should provide updated P11 form and the latest performance evaluation, which is mandatory.

-Only short listed candidates will be notified.
-UNICEF is a smoke-free environment.
-Qualified women are encouraged to apply.