Executive Secretary

Eligibility criteria

Minimum age: 22 years old. Applicants must be nationals of or legal residents in the country of assignment.

Description of task

Within the delegated authority and under the supervision of the Peace Commissioner or his/her designated mandated representative(s), the UNV Communications and Outreach Officer will perform the following functions:

1. Ensures effective and efficient functioning of the Peace Commissioner office focusing on achievement of the following results:

• Maintenance of the Supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Maintenance of protocol procedures.
• Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.
• Preparation of informal translations.
• Management of the Peace Commissioner missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of the Peace Commissioner for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the Peace Commissioner office.

1. Ensures provision of effective communications support to the office focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office, follow up on circulation files.
• Facilitation of information sharing between the national and sub-national Peace Commission offices.
• Screening of all incoming calls and correspondence.

1. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Update of the Peace Commission website in coordination with the Communication and Outreach Officer.
• Organise all relevant local and international materials and documents on peacebuilding issues to set up a library for the Peace Commission
• Collect and archive all Peace Agreements and Protocols for easy access and reference.

1. Any other relevant and related tasks as may be required or assigned by the Supervisor

Qualifications/Requirements Required degree level: Bachelor degree or equivalent Education - Additional Comments:

• Bachelor’s Degree in secretariat and office management, communications, public relations, social sciences, development, public, business administration, economics, management or other relevant field.

Required experience: 36 Months Experience remark:

• At least 3-5 years of relevant executive secretariat and office management experience in challenging/post-conflict/crisis and peacebuilding environments and settings.

Language skills:

• English(Mandatory), Level - Fluent
• Arabic(Mandatory), Level - Fluent

Area of expertise: Administration and administrative assistance Area of expertise details:

• Good knowledge of national structures and systems and functioning of key international donors in post-crisis and crisis settings.
• In conflict/post-conflict situations: experience with conflict prevention, peacebuilding, reintegration and conflict-sensitive development; familiarity with Do No Harm principles and conflict sensitivity is imperative in these settings.
• Demonstrable experience of good practice and results in gender-responsive programmes, empowerment, and inclusion.
• Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel.
• Excellent oral and written skills; excellent drafting, formulation, reporting skills.
• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment.
• Have affinity with or interest in humanitarian-development-peacebuilding action, post-conflict or natural disaster situations, volunteerism as a mechanism for durable development, and the UN System.

Driving license: No Competencies values:

Adaptability and Flexibility, Commitment and Motivation, Commitment to Continuous Learning, Communication, Integrity, Planning and Organizing, Professionalism, Working in Teams

Application procedure:

* Not yet registered in the UNV Talent Pool?

First register your profile at https://vmam.unv.org/candidate/signup.

Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at

https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

First update your profile at https://vmam.unv.org/candidate/profile.

Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to

which you would like to apply.

This is a national UN Volunteer assignment, therefore only nationals of Sudan and legal residents with a residency

permit, the status of refugee or with the status of being stateless are eligible to apply.

Application deadline 27th.July 2020.