Executive
Assistant, GS 5.
Post
Title: Executive Assistant, GS 5
Vacancy
number: VN-NGR-06-2011
Contract
Type: Fixed Term
Duration:
Two years
Location:
Bauchi
Deadline
for application: 21 June 2011
UNICEF
Nigeria seeks the services of experienced Executive Assistant, that will under
the general supervision of the Chief, Field Office (CFO), organize and provide
administrative support to the D-Field Office, Bauchi.
The
successful candidate will be expected to carry out the following duties:
1.
Search office files and records relating to a variety of topics for information
and references. Select information and record in specified format on the basis
of general instructions for use by others in preparing reports, correspondence,
technical papers, project or programme plans and general reference documents.
2.
Organize both internal and external meetings between the Head of the Bauchi
Office and high-ranking government partners, and provide secretarial support to
such meetings when necessary. Handle sensitive and confidential information
with tact and discretion.
3.
Receive, screen, log and route correspondence, attach necessary background
information and maintain follow up system with all sections within the office.
4.
Keep the Chief of the Field Office informed about all recent developments in
the Field Office and other Field Offices by bringing all relevant
correspondence, other information and publications, promptly to his/her notice.
5.
Prepare reports, minutes of meetings and draft correspondence from oral
information ensuring that spelling, punctuation, style, presentation and
protocol are correct. Type correspondence, documents and reports, some of which
are confidential.
6.
Operate computerized equipment and systems for data entry, text processing and
standard communications e.g. fax, telex, radio, cc: mail, internet, etc.
7.
Ensure proper record-keeping by filing all necessary documents.
8.
Co-ordinate administrative & secretarial services of the CFO in terms of
distributing certain specialized project-oriented assignments emerging from the
office of the Chief of Field Office.
9.
Reply to routine correspondence and provide background materials for correspondence
when required, and also place orders for materials from NYHQ e.g. bulletins,
periodicals, journals, etc.
10.
Coordinate visits, arrange appointments and maintains CFO’s calendar, receive
visitors, place and screen telephone calls and answer queries with discretion.
11.
Perform all other duties as requested by the CFO from time to time.
Minimum
qualification & competencies:
•
Completion of secondary education; proven shorthand and typing ability; through
knowledge of modern office procedures; ability to operate word-processing
equipment may be required. Knowledge of protocol.
•
Five years progressive experience in administrative work which should have
provided good knowledge of administrative practices and procedures.
•
Very good knowledge of English. Knowledge of one or other UN working languages,
an asset. Knowledge of local language of the duty station is desirable.
•
Computer literacy with database management, knowledge of spreadsheet and word
processing required.
• Good oral and written communication skills
• Excellent time management and organising
skills.
•
Good knowledge of administrative rules & regulations.
• Ability to work effectively and harmoniously
in an international and multicultural environment is desirable.
• Good interpersonal skills
•
Initiative, passion and commitment to UNICEF’s mission and professional values.
If
you are interested in the position and meet the requirements, please forward
your application in a sealed envelope marked ‘confidential’ quoting the vacancy
number addressed to:
The Human Resources Manager, UNICEF, UN House,
Plot 617/618, Central Area District, P.M.B 2851, Garki Abuja by close of
business on Tuesday, 21 June 2011.Your application should include a completed
UN Personal History Form (which can be downloaded from here); your curriculum
vitae with your current detailed contact information to include a telephone
number & email address and a one-page summary statement that describes how
your experience and qualification relate to the job description above.
UNICEF, a smoke-free environment, is committed
to gender equality in its mandate and its staff. Well qualified candidates,
particularly women are strongly encouraged to apply.
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