Executive Assistant to DRRP& O

  • Added Date: Tuesday, 08 October 2019
  • Deadline Date: Tuesday, 15 October 2019

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Under the guidance and direct supervision of the DRR-P and the DRR-O, the Executive Assistant ensures effective and efficient functioning of their respective offices, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Assistant works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Incumbent is expected to display initiative, a positive approach and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by direct supervisor or senior management.

 

 

Ensures effective and efficient functioning of the DRR (P) & DRR (O) office focusing on achievement of the following results:

  • Manage the DRR (P) and DRR (O), office, ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the CO team;
  • Manage DRR (P) and DRR (O) schedules efficiently and discretely with due regard to a balanced load, ensure punctuality, and help maintain a professional CO image and conduct for the CO team of support staff;
  • Organize regular and ad-hoc meetings taking minutes and summarizing actions for follow up by the DRR (P) and DRR (O);
  • Screen all incoming communications, establish priorities and advise DRR (P) and DRR (O) filter outgoing correspondence for RR/DRR signature, clearance and further action by other staff; wherever possible,
  • Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
  • Use of automated office management system;

Ensures effective communications and administrative support to the office, focusing on achieving the following results:

  • Initiatives to handle routine matters in close consultation with the DRR (P) and the DRR (O)
  • Maintenance of the filing system (digital or hardcopy) ensuring safekeeping of confidential materials. Use of automated filing system.
  • Information sharing between relevant UNCT working/thematic groups and the UN Coordination Unit.
  • Up-to-date information and data on UN country team, UN thematic groups’ activities and initiatives;
  • Drafting of routine correspondence, informal translations, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested;
  • Conduct of information search and research as required.
  • Arrangements and contacts for DRR (P) and DRR (O) travel, including preparation of agenda and schedules, confirmation of appointments, briefing materials, etc.
  • Administration of travel, meetings, appointments and briefings of DRR (P) and DRR (O) including drafting of background notes.
  • Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
  • Support to organization of advocacy events if required

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

  • Sound contributions to knowledge networks and communities of practice.
  • Organization of trainings to UNDP staff on coordination, administration and protocol issues.

 

Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 

Core

 

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;    

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

Collaboration and Partnerships

Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.  Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP.

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Job Knowledge

Ability to demonstrate and apply professional and/or technical expertise/knowledge of the post or discipline. Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post. Identifying and seeking to expand knowledge and improve work processes.

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Client Orientation

Ability to understand and meet or exceed client needs. Anticipating and addressing client needs and concerns.  Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients.

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Event, Meeting, and Workshop Management

Ability to plan and organize events

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Scheduling and Coordination

Ability to manage meeting requests and appointments with ease and positivity

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

 

 

Education:

  • Secondary Education with specialized secretarial training. 
  • University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

  • 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
  • Alternatively, if in possession of a Bachelor’s Degree, only 3 years of relevant experience would be required.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
  • Experience in handling of web-based management systems.

Language Requirements:

  • Fluency in English.
  • Knowledge of other official UN languages is desirable. 

 

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

 

Contract Duration: 3 months

This vacancy is archived.

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