Under the supervision of the Head of Office, the incumbent performs secretarial functions and also provides clerical and administrative assistance to the Communications Specialist.
We are looking for a dynamic and innovative Administrative Assistant to support UNICEF’s El Salvador office in the areas described below:
Administrative assistance, and secretarial support services to facilitate the smooth running of the Office and effective processing of information and data:
Performs secretarial functions for the Representative (supervisor-head of office).
Helps manage the immediate office operations with respect to communications, meetings, and workflow; 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; monitors work progress, cases of priority, and concerns to the supervisor. Receives, screens, logs, routes, and registers correspondence, attaches necessary background information and maintains a follow-up system. Keeps updated lists of names, addresses, and telephone numbers of ministers, government officials, and members of the diplomatic corps.
Arranges appointments and maintains supervisor’s calendar, receives high-ranking visitors, places and screens telephone calls, and answers inquiries; 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 follow-up on required actions.
Collects and prepares briefing materials for supervisor concerning official trips or special meetings. Selects and makes pertinent abstracts and undertakes searches for information. Drafts correspondence, documents and reports, some of which are highly confidential and ensures follow-up.
Undertakes 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.
Provides clerical and administrative assistance to the Communications Specialist: drafts letters, invitations to events and meetings, screens phone calls, receives visitors, and enters inputs in the financial system: Purchase requisitions, contract requisitions, fund commitments, etc. Requests quotations and makes small-scale procurement of goods and services.
Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to achievement of work objectives:
Keeps abreast of activities of importance, the 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.
Prepares correspondence for the supervisor’s signature, and may make informal translations into other official languages as required. Draft non-substantive correspondence based on first-hand knowledge of work schedules or events, rough notes, or verbal instructions, for the supervisor’s approval.
Communicates sensitive information to senior-level managers and coordinates responses to sensitive inquiries on behalf of the supervisor.
Follows up on the preparation by the 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 undertakes searches for information as directed.
Well-managed and effective office operations, systems, and procedures that facilitate teamwork and the work of the office.
Works closely with team colleagues and provides support in the achievement of work priorities and objectives.
Establishes a follow-up system of actions taken and reports to the supervisor.
Undertakes any other duties assigned by the supervisor.
To qualify as an advocate for every child you will have…
Education:
Completion of secondary education, preferably supplemented by technical or university courses related to the work of the organization.
Typing ability and writing skills.
Knowledge and skills in using standard office computer applications and technological systems.
Knowledge of protocol within the United Nations and local Government is required.
Experience:
At least five years of secretarial experience, some of which should be at a senior administrative level.
