The Office of UNICEF (UNITED NATIONS CHILDREN’S FUND) in Azerbaijan is seeking candidate to fill the following position: Executive Assistant (GS-5), Fixed Term (Vacancy № 07/10)
Completion of secondary education supplemented by technical or university level courses
At least five years of secretarial experience
Proven shorthand and typing ability, thorough knowledge of modern office procedures
Knowledge of protocol and ethics
Demonstrated ability to work in a multicultural environment, and establish harmonious and effective working relationships, both within and outside the organization
Strong organizational, negotiating, communication skills
Computer skills, including internet navigation, and various office applications
Fluency in English and Azerbaijani languages
Arranges appointments and maintains supervisor’s calendar, receives visitors, places and screens telephone calls and answers queries with discretion
Arranges meetings, both internal and external, some involving high-ranking officials, and takes minutes and/or notes at meetings, drafts required reports, in particular for Country Management Team (CMT) meetings and others where the Representative is involved
Prepares informal translations from Azerbaijani into English and vice versa and may act as interpreter when required
Takes dictation using shorthand on a variety of subject matters and transcribes, ensuring that spelling, punctuation and format are correct. Types and finalizes correspondence to be signed by the head of the office, as well as other documents and reports, some of which are highly confidential
Receives, screens, registers, logs and routes correspondence, attaches necessary background information and maintains follow-up system for actions to be undertaken by staff member
Controls, checks and clears all correspondence presented to the signature of the head of the office to be conform with UNICEF standards, branding and accuracy, ensuring required ethics
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 (HQ) and Regional Office (RO)
Operates the office Switchboard system to receive/ dispatch/place all in/out communications with the office during working hours
Makes travel arrangements for the supervisor and performs liaison duties with other units.
Performs other duties, as required
Applicants should fill in and return to UNICEF office an application form available either from the office or online (http://www.unicef.org/about/employ/files/P11.doc) specifying the position and vacancy № with an attached CV and motivation letter no later than 15 December 2010 at the following address: Dalga Plaza Business center, 24, Neftchilar Ave, Baku, AZ 1095 or by email to: firstname.lastname@example.org. Acknowledgement will be sent to short listed candidates only.
UNICEF is committed to gender equality in its mandate and its staff.
Well qualified candidates, particularly female are strongly encouraged to apply.