Executive Assistant - UNICEF (Apply by: 19th Dec'14)

If you are a passionate and committed professional and want to make a lasting difference for children, the world’s leading children’s rights organization would like to hear from you.

UNICEF, the world’s leading children’s rights organization working for the rights of children, seeks to recruit professional for the post of Executive Assistant.

Position: Executive Assistant
Location: New Delhi
Closing date: 19 December 2014

Purpose of the Post

Provide administrative support to the Section Chief and other officers in the section for optimum functioning in Office Management through internal co-ordination and team work

Major Duties and Responsibilities 

1. Ensure timely and appropriate mail management Prioritize to bring important matters to the attention of the Section Chief.  Take necessary action, using discretion, on matters of routine nature and, in the absence of Section Chief, deal with matters of urgent nature, in consultation with the Officer-in-Charge. Obtain signatures of Section Chief or O-I-C on various documents, after ensuring accuracy and appropriateness.

Maintain a monitoring system and follow-up action with other staff in the section for timely submission of reports/documents and response to queries, both internal and external and to ensure that deadlines are met.

2. Arrange appointments, schedule travel as required, travel documents for the Section Chief and attend to other administrative duties including drafting letters, memos, e-mails etc.
Schedule meetings for the Section Chief with senior government officials, donor agencies, NGOs, other UN agencies, visitors etc. and provide support through data gathering, arranging background materials and taking necessary follow-up action as directed.

Maintain Section page, calendar of activities etc. on UNICEF India Intranet

Responsible for keeping up-to-date the UNICEF field directory, to which NYHQ provides access.  Enter main office and Field Office details, as well as list of holidays. 

3. Maintain confidential, policy and general management files; responsible for filing/retrieval and reminder system in the section.  Undertake searches for technical extracts from Intranet and Internet, as required by Section Chief.  Maintain and monitor reference material for the section.

Maintain section document repository and intranet portal.

4. Prepare quarterly travel and Leave Plans for the section, ensuring strong back-up system in the Section.
Maintain leave records of the Section and ensure timely recording of leave and attendance in VISION. Prepare monthly leave and attendance reports for submission to HR. Prepare quarterly leave and attendance reports for staff self-audit and validation.

Co-ordinate timely completion of KRAs, Mid-year performance reviews and end-year PAS for the Section and timely submission to HRS, ensuring completeness of documents.

5. Perform the duties of Secretary to various meetings such as Section Meetings, Cafeteria Committee, Facility Management Committee, Budget Committee and any other committee meetings as recommended by the Section Chief.  Responsible for recording and sharing of minutes and taking follow-up actions, wherever necessary.

6. Assist in renewals/preparation of office leases for India Country Office/State Offices checking the details in comparison with model lease agreement bring out any variations, co-ordinate signing of leases and obtain approvals for rental advances from Front office for ICO and State Offices.  Responsible for safe-keeping and maintenance of office lease files both hard copies as well as updated documents on shared drive.  Assist Admin. Manager in providing, as required by NYHQ, on status of office leases.

7. Prepare Terms of Reference and service requisitions for temporary assistance hired in the section, ensuring payments and evaluations are completed and timely renewals, wherever necessary, are affected. Support in review of invoices and preparation of payment documents for certification.

8. As the section focal point for training; Co-ordinate training needs and schedule for sharing with HRS and Maintain records of training undertaken during the year by staff in the section. 

Qualifications, Skills and Attributes

Education
Secondary School Certificate complemented with a certificate course in general administration or related courses. Thorough knowledge of modern office procedures, ability to operate word-processing equipment and knowledge of protocol is an asset.

Work Experience
Minimum five years’ experience in general administrative and related works.

Languages 
Fluency in written and spoken English required. Knowledge of Hindi an asset. 

COMPETENCIES (Indicate what key competencies are required, such as technical skills, communication skills, computer literacy, interpersonal skills, and supervisory skills.)

i)  Core Values (Required)
Commitment
Diversity and Inclusion
Integrity

ii)  Core Competencies (Required)
Communication [I]
Working with People [II]
Drive for Results [I]

iii) Functional Competencies (Required)
Analyzing [I]
Learning and Researching [I]
Planning and Organizing [I]
Following instructions and Procedures [I]

OTHER SKILLS AND ATTRIBUTES (Indicate what other skills and attributes required, such as drafting ability, organizational or analytical skills).

(1) Knowledge and proficiency in Windows based computer applications and thorough knowledge of modern office procedures is essential

(2) Proven organisational and administrative abilities

(3) Proven drafting ability

(4) Tact and courtesy in dealing with people

(5) Experience of working in a multi-cultural environment

Applications consisting of a cover letter, P11 and an up-to-date CV should be sent to eaaf-unicef@sams.co.in  by 19th December 2014. The P11 form can be downloaded from the following link: http://www.unicef.org/india/careers_1440.htm In order to ensure that your application is sorted correctly, please clearly mention the title and location of the post in the subject line of your e-mail/ application. For more details of the posts and full job descriptions, visit the UNICEF India website at www.unicef.in and click on “Careers at UNICEF” at the bottom of the page. Only applications of short listed candidates will be acknowledged. These vacancies are open to Indian Nationals only.

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. 

UNICEF does not charge a fee at any stage of the recruitment process including application, interview, meeting, traveling, processing, training etc. UNICEF is a non-smoking working environment.