Post Title: Senior Executive Assistant
Duty Station: Dili, Timor-Leste
Section: Office of Representative
Date of Issue: 30 March 2010
VN. No.: HR/VN/2010/012
Budget Level: GS-6, Fixed Term
Applications to be sent to: jmenezes@unicef.org
Closing Date for Applications: 13 April 2010
Purpose: To provide assistance to the Representative and the front office.
Major Duties And Responsibilities:
- Prepares informal translations and may act as interpreter. Type the Representative correspondence.
- Maintain Participate in the organization and preparation of staff meetings and takes minutes and/or notes.
- Contact Arrange appointments and maintains supervisor’s calendar, receives high-ranking visitors, places and screens telephone calls and answers queries with discretion.
- Prepares briefing materials for supervisor for use on official trips or special meetings.
- Receives screens, logs and routes correspondence, attaches necessary background information and maintains follow-up system.
- In charge of protocol matters :a) arranges meetings with high-ranking officials: a) arranges official receptions given by Head of Office.
- Selects and make pertinent abstracts and undertakes searches for information.
- Maintain policy, confidential and general management files.
- Keeps list of names, addresses and telephone numbers of Ministers, Government officials and the Diplomatic Corps.
- Makes travel arrangements for the supervisor and performs Liaison duties with other units.
- Coordinates the secretarial services of the office, distributes special assignment to other secretaries and clears correspondence for the supervisor's signature. Briefs and trains new secretaries and gives guidance to other secretaries on office procedures.
- Drafts non-substantive correspondence and ensures follow-up.
- Takes dictation using shorthand on a variety of subject and transcribes, ensuring that spelling, punctuation and format are correct. Types correspondence.
Requirements:
- Education: Completed of Secondary Education with University level courses.
- Experience: Six to seven years secretarial experience, some of which should be at a senior secretarial level. Skills in shorthand and typing. Knowledge of protocol.
- Computer: Thorough knowledge of modern office procedures, ability to operate word processing and software.
- Language(s): Communication skills, both spoken and written in English and Tetum required; knowledge of Portuguese desirable
Competencies:
- Must be able to work in multicultural environment and establish harmonious and effective working relationships.
- Good knowledge of computer applications required.
- Ability to work in an international or multicultural environment.
- Good judgment, initiative, high sense of responsibility & sensitive to different cultures.
- Good negotiation and communication skill.
Remarks:
Application is open for TIMOR-LESTE NATIONALS only. Applications will be considered only if accompanied by an updated CV and P11 form, as well as the two most recent PERs/Evaluations (for UN staff). Regret letters will only be sent to short listed candidates.
Applications which do not meet the specified minimum requirements or are received after closing date will not be entertained.
QUALIFIED FEMALE CANDIDATES ARE ESPECIALLY ENCOURAGED TO APPLY
UNICEF IS A NON-SMOKING ENVIRONMENT
Candidates who have already applied for HR/VN/2010/002; DO NOT need to apply again.
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