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 60 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.
Executive Assistant UNICEF México
Duty Station: Mexico City
Job Level: GS-5
Country: Mexico City
Application Close: 27.05.2014
Region: LACRO
Contract Type:
Appointment
Fix
Term
VA/MEX /2014/006
PURPOSE OF THE JOB
This position reports to a senior executive with responsibility for the management and coordination
of work for a broad segment of the Organization (i.e. major program, sector, or office). The role
of this post is to provide administrative and secretarial support services to the senior executive.
The 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 END-RESULTS
1. Administrative, executive assistance and secretarial support services provided to the Sr.
Executive to facilitate smooth running of the Office and effective processing of information
and data.
2. Professional image projected through in-person and telephone interaction. Discretion
exercised with confidential information and complex sensitive subject matter.
3. Knowledgeable delivery of quality services contributing to achievement of work
objectives.
4. Well managed and effective office operations, systems and procedures facilitates team
work and the work of the office.
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 Sr. Executive to
facilitate smooth running of the 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. Distribute meeting reports
and information and ensure follows-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 prepare briefing materials for supervisor concerning official trips or special
meetings. Undertake travel arrangements for supervisor, including arranging itinerary, visas, and
hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief
supervisor of important developments upon their return.
2. Professional image projected through in-person and telephone interaction. Discretion exercised
with confidential information and complex sensitive subject matter.
• 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 languages 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 coordinate 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 undertake 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.
• 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.
• Undertakes any other duties assigned by the supervisor.
JOB GRADE FACTORS
The post will cover a variety of tasks linked to a specific work plan. 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.
QUALIFICATION and COMPETENCIES
1. Education
Completion of Secondary School Education. High School Diploma, and business courses or other
relevant disciplines.
2. Work Experience
i. Office Management Skills – Five years of office support work experience, including, organizing
and supervising the whole range of office support and administrative activities. Ability to work
with minimum of supervision. Ability to extract and format data and to 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
ii. IT Skills – 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.
3. Language Proficiency [ ]
Fluency in English and local working language of the duty station Working knowledge (Level C)
of one language of the Organization is required.
4. Competency Profile (For details on competencies please refer to the UNICEF Professional
Competency Profiles.)
i) Core Values (Required)
•Commitment
• Diversity and Inclusion
• Integrity
ii) Core Competencies (Required)
• Communication [ II ] • Working with People [ II ] • Drive for Results [ II ]
iii) Functional Competencies (Required)
• Analyzing [II]
• Applying Technical Expertise [ II]
• Following Instructions and Procedures [II]
• Planning and Organizing [II]
iv) Technical Knowledge
a) Specific Technical Knowledge Required
(Technical knowledge requirements specific to the job can be added here as required.)
b) Common Technical Knowledge required (for the job group)
c) Technical Knowledge to be Acquired/Enhanced (for the job)