Executive Assistant, Kolkata, India

Organization: UNICEF - United Nations Children’s Fund

Country: India

Field location: Kolkata, India

Office: UNICEF Kolkata, India

Closing date: Friday, 28 May 2021

Internal/External Vacancy: Executive Assistant, GS5 (FT), Kolkata, India, SAR Post # 14746 (This post is open to Indian Nationals only)

Job no: 540438

Position type: Fixed Term Appointment

Location: India Division/Equivalent: Kathmandu(ROSA)

School/Unit: India

Department/Office: Calcutta, India

Categories: Support: Communication, Support: Programme, Support: Operations, G-5

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.

Click here to learn more about what makes us proud working for UNICEF!

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. Our workplace policies promote flexible work arrangements, to support all staff in maintaining a healthy life balance, both in and out of the office.

We are the first United Nations agency to be awarded the EDGE certification - the leading global standard for gender equality in the workplace.

For more information on UNICEF EDGE Certification, kindly view the video

here.

UNICEF prides itself on fostering a multicultural and harmonious work environment, guaranteed by a

zero-tolerance policy on sexual exploitation and abuse, and on any kind of harassment, including sexual harassment and discrimination. All selected candidates will undergo rigorous reference and background checks.

For Every Child, AN ADVOCATE:

In an effort to measurably improve UNICEF’s ability to deliver better results for children, there is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens addressing inequity not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. Therefore, the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

How can you make a difference?

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.

Job organizational context:

UNICEF Office for Kolkata has 19 staff members. This position is part of the CFO Office for Kolkata and will report to the Chief of Field Office.

Purpose of the Job:

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

KEY END-RESULTS:

Summary of key functions/accountabilities:

Communications Support

Administrative Support

Operations Support

COMMUNICATIONS 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 division/office.

Draft responses to written inquiries on routine questions.

Coordinate responses to sensitive inquiries.

Prepare briefing materials for official trips or meetings.

Follow up on established deadlines and ensuring timely submissions by staff on reports, correspondence, and other documents.

ADMINISTRATIVE SUPPORT:

Maintain the supervisor’s calendar and arrange meetings.

Organize official travel on behalf of supervisor.

Prepare documentation for the supervisor’s signature reviewing for style, factual and grammatical accuracy.

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.

Tags capacity development human rights information systems management information systems organizational structure sharepoint support services

Supports management of administrative supplies, office equipment, and updating the inventory of items.

Impact of Results:

Executive Assistants at the GS-5 level typically report to a head/deputy head of office; therefore, the scope of key results extends beyond small, discrete teams to impact support services of larger, more complex organizational structures. S/He supports the supervisor in the compilation and coordination of work products, ensuring deadlines are met and that established rules and procedures are followed. The work is standardized, yet the incumbent must apply a good knowledge of guidelines to operationally support the supervisor. In addition, they represent the supervisor in communications with counterparts within UNICEF and in partner organizations. Efficiently initiating, monitoring, and ensuring provision of such services allows the supervisor to focus on substantive core work.

To qualify as a champion for every child you will have...

Requirements of the position (QUALIFICATIONS, SKILLS AND COMPETENCIES): -

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

Experience: A minimum of five 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.

Skills:

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

Good knowledge of UNICEF 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 values of Care, Respect, Integrity, Trust, and Accountability (CRITA) and core competencies in Communication, Working with People and Drive for Results.

Competency Areas (level 1):

Builds and Maintains Partnerships

Demonstrates Self and Ethical Awareness

Drive to Achieve Impactful Results

Innovates and Embraces Changes

Works Collaboratively with Others

Thinks and Acts Strategically

Manages Ambiguity and Complexity

To view our competency framework, please click here

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 be expected to adhere to these standards and principles and will therefore undergo rigorous reference and background checks. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check.

UNICEF does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of UNICEF are fraudulent and should be disregarded. Candidates should apply to this position only directly through UNICEF’s careers web site, which is the only official portal for applications.

("Candidates should apply to this position only directly through UNICEF’s careers web site, which is the only official portal for applications.").

UNICEF is committed to promote the protection and safeguarding of all children.

Remarks:

This position is based in Kolkata (India).

Selected applicant will have an initial two (2) years fixed-term contracts with possibility of extension subject to satisfactory performance.

Only shortlisted candidates will be notified and advance to the next stage of the selection process, which involves various assessments.

Advertised: May 13 2021 India Standard Time Application close: May 28 2021 India Standard Time

Link to the organization’s job offer: https://unjobs.org/vacancies/1620940332929