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Executive Associate

Job Category:
Consultants
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
Office of the Special Envoy for Assistance to Pakistan
City/Location:
Islamabad
Country:
Pakistan
Posted On:
17 October, 2010
Last Date to apply:
23 October, 2010
Experience in years
2 to 4
Experience:

5 to 7 years of progressively responsible secretarial and administrative experience is required at the national or international level;

Description:
 

Background:
 
Under the guidance and supervision of the Special Envoy of the Secretary-General for Assistance to Pakistan, and in close consultation with the Special Assistant to the Special Envoy, the Executive Associate provides secretarial and administrative assistance to facilitate the work of the Special Envoy. The Executive Associate also maintains collaboration with United Nations Country Team in Pakistan and others as required in order to exchange information and to provide support services, including travel arrangements, while ensuring high quality, accuracy and consistence of work.
 
Duties and Responsibilities:
 
1.                  Ensure effective and efficient functioning of the Special Envoy’s Office in Islamabad to achieve the following results:
 
§ Preparation of the Special Envoy’s daily schedule and meetings in close consultation with the Special Assistant and Chief of Staff;
§ Preparation of travel by the Special Envoy and the Special Assistant in close coordination with the Special Assistant, travel agencies and relevant UN administration staff;
§ Maintains records of documents, reference materials and other papers for the Special Envoy in an organized manner;
§ Maintaining efficient internal and external communication and information flow of the Office of the Special Envoy through emails, letters and other means;
§ Review correspondence which require the attention of the Special Envoy and the Special Assistant, judge priorities and bring urgent matters to their attention;
§ Drafts correspondence, in particular those addressed to senior government officials, for the Special Envoy;
§ Performs other administrative or personal needs of the Special Envoy, when required.
 
2.                  Ensure effective communication and administration support within the office to achieve the following results:
 
§ Liaise with the UN Country Team and other offices, as and when required;
§ Ensure that proper procedures are followed with respect to administrative-related issues;
§ Maintain a well-organized filing system ensuring safekeeping of documents and materials;
§ Works under tight deadlines;
§ Follow-up on deadlines, commitments made, actions taken.
§ Performs other tasks as required.
 
3.                  Competencies:
 
Corporate Competencies
o   Demonstrates commitment to the mission of the United Nations; vision and values;
o   Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
o   Excellent analytical and organizational skills.
 
Functional Competencies
o   Demonstrates the highest level of discretion, tact, politeness and helpfulness in a manner that reflects on the Office of the Special Envoy;
o   Ensures confidentiality;
o   Ability to work under pressure with a multi-disciplinary and multi-cultural team;
o   Ability to demonstrate a high degree of initiative and independence in delivering required outputs;
o   Exercises problem-solving and negotiation skills;
o   Demonstrates flexibility and the ability to complete a task efficiently and effectively;
o   Excellent interpersonal skills; consistently approaches work with a positive, constructive attitude with respect for teamwork;
o   Demonstrates openness to change an ability to manage complexities;

o   Shares knowledge and experience.

Duration: 2 Months


Education
Must Degree Degree Level Country Description
 Secondary Education F.Sc / A Levels / (12 Years) o Secondary education preferably with specialized secretarial training. University degree or equivalent would be desirable, but not a requirement;

Skills
Must Title Level Description
 Secretarial SupportExcellent  o Solid knowledge in the usage of computers and office software packages (MS Word, Excel, etc.), knowledge of spreadsheet and database packages and the internet; o Fluency in written/spoken English is essential. Fluency in the local language is highly desirable.