Terms of Reference
TEMPORARY ASSISTANCE FOR SUPPORTING UNICEF’S FRONT OFFICE
UNICEF Azerbaijan seeks to temporary recruit an Executive Assistant on Individual contract to provide secretarial and administrative support services to the Representative’s and Deputy Representative’s Offices.
Major duties and responsibilities:
Arranges appointments and maintains supervisor’s calendar, manages visitors in compliance with office security measures, places and screens telephone calls and answers enquiries; Organizes 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. Attaches necessary background information and maintains follow-up system for actions to be undertaken by staff member
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.
Prepares correspondence for the supervisor’s signature, and may make informal translations into another official language as required. Drafts non-substantive correspondence based on first-hand knowledge of work schedule or events, rough notes, or verbal instructions, for supervisor’s approval.
Maintains the filing system of the front office including policy documents, confidential and general files, including handling the office pouch/DHL mail. Keeps lists of names, addresses and telephone numbers of ministers, government officials, members of the diplomatic corps in addition to UNICEF headquarters and regional office.
Operates the office switchboard system to receive/ dispatch/place all in/out communications with the office during working hours
Undertakes any other duties assigned by the supervisor.
- Completion of secondary education; High School Diploma, and business courses or other relevant disciplines;
- Thorough knowledge of modern office procedures; Knowledge of protocol;
- A minimum of three (3) years of secretarial and office support work experience;
- Experience of working with UN and other international organizations would be an asset;
- Computer literacy and the ability to effectively use standard office software tools and other office technology
- Fluency in written and spoken English and Azerbaijani
Working Conditions and Duration:
The individual consultant will be directly supervised by the Representative, in consultation with the Deputy Representative. The assignment will be office-based working in UNICEF Azerbaijan office and will be provided with a work place and computer.
Duration of the assignment is 11.5 months.
Submitting the application:
Interested individuals should apply through UNICEF e-recruitment system:
Please note that we will not be able to consider your application if it is not linked to the UNICEF e-recruitment system. All applications will be treated with strict confidentiality.
Deadline: 11 June 2017
UNICEF is committed to gender equality in its mandate and its staff.