UNICEF is seeking qualified candidates to fill the position of Senior Executive Assistant (GS6)based in the Malaysia Country Office (MCO) in Kuala Lumpur, providing administrative and secretarial support services to the Head of the UNICEF office and supportingthe management and coordination of a broad segment of UNICEF's work in Malaysia. The post is a key interface with a broad range of contacts including high-ranking officials, both within and outside the Organization.
Summary of Tasks
- Administrative, executive assistance and secretarial support services to the Head of the UNICEF Office in Malaysia to facilitate thesmooth running of the Office and effective processing of information and data;
- Professional image projected through in-person and telephone interaction. Discretion exercised with confidential information and complex sensitive subject matter.
- Effective preparation and knowledgeable delivery of correspondence/communications, documentation and reports contributing to the achievement of work objectives
- Well managed and effective office operations, systems and procedures that facilitate team work and the work of the office.
KEY ACCOUNTABILITIES, 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.
- Administrative, executive assistance and secretarial support services 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.
- 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.
- Coordinates the preparation ofbriefing materials for supervisor concerning official trips or specialmeetings; 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.
- 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 notesand 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.
- 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.
Candidates Profile
- Completion of Secondary School Education. High School Diploma, and business courses or other relevant disciplines. Must pass anEnglish written test.
- 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.
- Five years of office support work experience, including, organizing and supervising the whole range of office support and administrative activities.
- Experience in supporting the organization of conferences and events
- Knowledge of Malaysian protocol with experience of interactingwith government or diplomatic corps an asset.
- 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.
- Fluency in English and Bahasa Malaysia
Remuneration
Successful candidates will be offered an attractive remuneration under the UN system at GS-6 level with gross monthly salary between MYR 5,400 to RM 6,600 (depending on qualifications and experience).
Other Benefits
- Eligible staff members will enjoy the following benefits and not limited to;
- Pension, Dependency Allowance, Overtime Incentive and Language Allowance
- Annual Leave, Maternity Leave and Paternity Leave
- Medical & Insurance covering Eye Care, Dental with comprehensive Group Insurance for spouse and children.
- Training & Development opportunities including external and internal trainings with a wide range of online trainings available.
- UNICEF is committed to providing work-life balance options and family-friendly policies to staff members.
Application Process
This is a national position – All eligible Malaysians are encouraged to apply.
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.
HOW TO APPLY:
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. To apply, click on the following link CLICK HERE
Closing Date: 22 December 2017
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