Under the supervision of a Director, Social Policy, 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 Assistant also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.
On behalf of supervisor, manage incoming and outgoing correspondence, e-mails and telephone calls.
Communicate sensitive information to higher level managers.
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.
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.
Supports capacity development activities and conferences by making the logistical arrangements, through engaging with facilitators, caterers and hosts.
Maintains and updates a system which monitors the absence of staff.
Supports management of administrative supplies, office equipment, and updating the inventory of items.
To qualify as a champion for every child, the candidate must have…
Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work is required.
For this position, a bachelor’s degree from a recognized academic institution in a relevant field may replace three years of related work experience.
A master’s degree may replace additional two years.
A minimum of five (5) years of relevant work experience in office management, administration, administrative or clerical work experience, preferably within the UN, a government institution, or an NGO is required.
Non-US candidates MUST be in possession of an existing US G4 visa or be a US permanent resident/citizen.
Experience with executive support, programme support functions and/or budget management is considered an asset.
Relevant experience in a UN system agency or organization is considered as an asset.
Advanced computer literacy and the ability to effectively use standard office software tools (MS Office, Enterprise database) and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems is highly desirable
Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.