Senior Executive Assistant, Jordan

UNICEF MENA Regional Office | Abdulqader Al-Abed Street | Building No. 15 | Tla'a Al-Ali, Amman, Jordan | Tel: +962 6 5539977, 550.2400 | Fax: +962 6 5538880

• Organization: UNICEF - United Nations Children's Fund
• Country: Jordan
• City: Amman
• Office: UNICEF MENA RO Amman
• Grade: G-7

Closing date: Monday, 2 May 2016

Job no: 494663
Work type: Fixed Term Staff
Location: Jordan
Categories: Support: Communication, Support: Programme, Support: Operations, G-7
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the
voluntary contributions of individuals, businesses, foundations and governments.
Purpose of the Position
This position reports to the Regional Director (RD), MENA, a senior executive of the Organization responsible for the oversight of UNICEF's Representatives of 16 Country Offices / Are Offices, and the management of the RO in the Middle East and North Africa. The role of this post is to provide executive administrative and secretarial support services to the Regional Director.
The Sr. Executive Assistant is responsible to ensure the smooth running of the Office. This involves management of information and coordination of matters within a substantive team. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization. The post prioritizes tasks and organizes work independently based on general direction from the supervisor.
Key Accountabilities and Duties & Tasks

Within the delegated authority and the given organizational set-up, the incumbent may be accountable for all or assigned areas of the following major duties and end results.
1. Administrative, executive assistance and secretarial support services to the Regional Director to facilitate smooth running of his/her Office and effective processing of information and data.

• Helps manage the immediate office operations with respect to communications, meetings and work flow; identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor's attention. As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of intent and deadlines.
• Establishes internal tracking systems and procedures for correspondence and documents; monitor work progress and cases of priority and concern to the supervisor.
• Arranges appointments and maintains supervisor's calendar, receiving high ranking visitors, places and screens telephone calls and answers enquiries; Organizes high-level meetings 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 ensures follow-up on required actions.
• Organizes and facilitates the administrative work of the office including establishing internal procedures and tracking systems for correspondence and documents: receives, screens and registers correspondence and documents.
• Collects and prepares briefing materials for supervisor concerning official trips or special meetings. Undertakes travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Briefs supervisor of important developments upon their return. Keeps records of relevant travel related documents for audit and other purposes
• 2. Professional image projected through in-person, telephone and correspondence interaction. Discretion exercised with confidential information and complex sensitive subject matters.

• Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team.
• Establishes and maintains a records management system containing reference materials and confidential records as required.
• Prepares briefing materials for supervisor concerning official trips or special meetings; drafts responses to written inquiries on a variety of routine and non-routine questions; communicates sensitive information to senior management and coordinates responses to sensitive inquiries on behalf of the supervisor.

3. Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives

• Prepares correspondence for the supervisor's signature, and may make informal translations into another official language as required. Draft non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor's approval.
• Communicates sensitive information to senior level managers and coordinates responses to sensitive inquiries on behalf of the supervisor.
• 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.
• Selects and makes pertinent abstracts and undertakes searches for information as directed.

4. Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office of the RD.

• May supervise clerical and support staff, and coordinate the secretarial service of the office. Verifies that the work is done in accordance with corporate standards and within established deadlines; monitors work progress and cases of priority and concern to the supervisor.
• Works closely with team colleagues and provides support in achievement of work priorities and objectives.
• Establishes follow-up system of actions taken and reports to the supervisor.

5. Performs any other duties and responsibilities assigned as required.
Position Grade and Factors
The post will cover a variety of tasks. While detailed instructions will be given to the incumbent, the volume and variety of work require the incumbent to check own work and to take initiative in identifying potentially problematic situations and discussing with supervisor.
Key work relationships are within and outside the organization.
Inside the Organization
Broad range of contacts at all levels throughout the Organization, with regard to coordination of work, follow-up matters, meeting arrangements, dissemination of information and sharing.
Outside the Organization
Senior managers from external organizations and agencies - for the purpose of meeting coordination and arrangements, exchange of information, and requests for materials.
Independence
The post works independently within broad guidelines and is proactive in accomplishing tasks amid competing priorities and deadlines. Familiar with organizational systems and structure, and is resourceful and motivated in gauging appropriate course of action in order to meet objectives.
Qualifications of Successful Candidate: Education:
Completion of Secondary Education. Completion of business courses or other relevant disciplines are desirable.
Experience:

• 7 years of secretarial experience, some of which should be at a senior secretarial level is required.
• Demonstrated office support work experience, including, organizing and supervising the whole range of office support and administrative activities is required.
• Ability to extract and format data and solve operational problems.
• Ability to organize own and others work, set priorities and meet deadlines.
• Ability to organize meetings and events.
• Ability to handle work quickly and accurately under time constraints
• Knowledge of modern office procedure.
• Ability to work with minimum of supervision.
• Fluency in English and Arabic. Working knowledge of French is desirable.
• Computer literacy and the ability to effectively use standard office software tools and other office technology to create documentation, exchange and archive e-mail, and maintain electronic filing systems. Working knowledge of UNICEF SAP/HR desirable.

Competencies of Successful Candidate: Core Values

• Commitment
• Diversity and Inclusion
• Integrity

Core competencies

• Communication
• Working with People
• Drive for Results

Functional Competencies

• Applying Technical Expertise [II]
• Following Instructions and Procedures [II]
• Planning and Organizing [II]

To view our competency framework, please click here.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
Advertised: Apr 18 2016 Jordan Standard Time
Application close: May 02 2016 Jordan Standard Time