Executive Assistant

UN Children's Fund, Kampala, Uganda

Skill Required:, Project/ Programme Management
Preferred Experience: 
5 years
Closing Date for Applications: 
13th June, 2019

Job Description

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.

For every child, a fair chance:

Uganda is one of the over 190 countries and territories around the world where we work to overcome the obstacles that poverty, violence, disease, and discrimination place in a child’s path. Together with the Government of Uganda and partners we work towards achieving the Millennium Development Goals, the objectives of the Uganda National Development Plan, and the planned outcomes of the United Nations Development Assistance Framework.

How can you make a difference?

Under the supervision of a head of office, the Executive Assistant is accountable for procedural communications, operations and administrative support services, as well as specialized administrative functions, to enhance the smooth running of the supervisor’s day-to day activities, as well as his/her section. Executive Assistant also represent the supervisor in initiating, following up on and resolving issues pertaining to administrative requests.

Key functions, accountabilities and related duties/tasks

  • Ensure effective management and processing of information and correspondence (Incoming and outgoing) in the Representative’s Office, through collection and analysis of data/documents, and accurate reporting; maintains a constant and fluid communication flow on the events, agendas, follow-up and action points, with Regional Office, SNT, Chiefs of sections; decide on most appropriate systems to ensure the easy and prompt retrieval and accessibility of Representative's Office key documentation and its dissemination as required.
  • Supervise the effective and efficient management of the administrative, logistical, protocol and support functions of the Office of the Representative, establishing, monitoring and evaluating work-processes, identifying bottlenecks and areas for improvement, recommending solutions and changes required for long-term improvements.
  • Support the preparation of UCO representational, inter-agency, internal programme and management meetings and of other key events, coordinating and monitoring follow-up on agenda and objectives, as well as follow-up on agreed action points.
  • Prepare status reports and consolidates key briefing materials and presentations for the Representative's Office for internal and external meetings and missions, the requests from the Regional Director as and when required and based on inputs from various sections; analyze monthly programme and management reports and identify areas of concern for the attention of the Representative.
  • Contribute to the organization of CMT meetings and of the other high-level meetings, ensuring quality technical and logistical preparation and execution of these meetings. Provide secretariat support to CMT meetings, and other key meetings convened by the Representative, as part of the core coordination team preparing these meetings

To qualify as an advocate 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.
  • Fluency in English is required. Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language is an asset.

Required Skills;

  • Training and experience using MS Word, Excel, PowerPoint and other UNICEF software such as SharePoint; knowledge of integrated management information systems required.
  • Thorough knowledge of UNICEF’s organizational structure, 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.

For every Child, you demonstrate:

  • UNICEF’s core values of Commitment, Diversity and Integrity and core competencies in Communication, Working with People and Drive for Results.
  • The competencies required for this post are Analyzing, Learning and Researching, Planning and organizing, Following Instructions and Procedures.
  • 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, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.


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