Senior Executive Associate, (GS6), Conakry

Date limite: 27 Mai 2020

Description du poste:

• Job Number: 531692
  

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.

I. KEY FUNCTIONS, ACCOUNTABILITIES AND RELATED DUTIES/TASKS:

A/ Communication Support:

• 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 office.
• Draft responses to written inquiries on routine questions.
• Coordinate responses to sensitive inquiries.
• Follow up on established deadlines and ensuring timely submissions by staff of reports, correspondence and other documents

B/ Administrative Support:

• Maintain the supervisor's calendar and arrange meetings.
• Organize official travel on behalf of supervisor.
• Preparing briefing materials for official trips or meetings.
• Prepare documentation for the supervisor's signature reviewing for style, factual and grammatical accuracy.

C/ Operations Support:

• 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.

D/ Budget Monitoring Support:

• Provides support on budget revision/preparation, implementation status, determination position of funding utilization, operational, and financial closure.
• Monitors budgets and financial expenditures of section, ensuring compliance with UNICEF rules and regulations, keeping supervisor informed and advised on actions for decision/follow up.
• Prepares and maintains records, documents and control plans for the monitoring of project/Programme implementation.
• Carries out transactions in VISION pertaining to grants for his/her section such as registering grant allotments and tracking expiring Programme grants.

E/ Procurement Support

• Guide managers in the process of PCA/SSAs in line with the policies and guidance issued by FRG, SD and DHR.
• Facilitate the processing of contracts for consultants and external partners that provide a service to the section. This includes preparing and filing documents, completing necessary forms and templates, uploading TOR's in VISION, and making necessary logistical arrangements.
• Maintain up-to-date vendor lists, partners, and consultant rosters

II. IMPACT RESULTS:

In addition, s/he is accountable for applying a broad range of specialized administrative rules and procedures in the coordination of administrative support to the senior staff member and his/her section served. In addition, they represent the supervisor in communications involving the exchange of non-routine information, coordinating and following up on deadlines as well as establishing and maintaining communications with counterparts within UNICEF and partner organizations. Efficiently initiating, monitoring and ensuring provision of such services allows the supervisor to focus on substantive core work

III. COMPETENCIES AND LEVEL OF PROFICIENCY REQUIRED:

Cores Values: Care, Respect, Integrity, Trust, Accountability.

Core Competencies: Communication (II), Working with People (II), Drive for Results (II).

Functional Competencies: Analyzing (II), Learning and Researching ( II), Planning and Organizing ( II), Following Instructions and Procedures ( II).

IV. 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

V. RECRUITMENT QUALIFICATIONS:

Education: Completion of secondary education is required, preferably supplemented by technical or university courses related to the field of work

Experience: A minimum of six years of relevant administrative or clerical work experience is required

Language Requirements: Fluency in English is required. Knowledge of another UN language or local language of the duty station is considered as an asset.

VI. How TO APPLY?

To apply to this job, please validate the button "APPLY" following link: HERE

Remarks:

Mobility is a condition of international professional employment with UNICEF and an underlying premise of the international civil service.

Only shortlisted candidates will be contacted and advance to the next stage of the selection process.