UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
Under the guidance and direct supervision of the Deputy Humanitarian Coordinator (DHC) for Yemen, the Executive Associate ensures effective and efficient functioning of the DHC, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Associate works in close collaboration with OCHA and other humanitarian partners (UN, INGO and NNGOs) to ensure the efficient flow of information, actions on instructions and agendas.
The Executive Associate will ensure effective and efficient functioning of the office for the DHC focusing on achievement of the following results:
- Management of the office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct.
- Maintenance of the supervisor’s calendar, appointment schedule by planning and scheduling meetings, conferences, teleconferences.
- Having full and related background information on the meetings and missions and drafting briefings and establishing contacts on the subject matters to be discussed.
- Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
- Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
- Adherence to appropriate protocol and correspondence guidelines when communicating with Government and other external partners.
- Draft routine internal and external correspondence.
- Handling requests and queries appropriately
- Keep maintenance of the filing system ensuring safekeeping of all records.
- Perform any other tasks as required.
The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that
- Human rights and gender equality is prioritized as an ethical principle within all actions;
- Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
- Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
- Differentiated needs of women and men are considered;
- Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
- Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.
- Demonstrates commitment to OCHA’s mission, vision and values;
- Displays cultural, gender, religious, race, nationality and age sensitivity and adaptability;
- Knowledge sharing/Continuous learning;
- Attention to detail and accuracy.
- Working in teams;
- Communicating information and ideas;
- Conflict and self-management.
- Planning, organizing, multi-tasking and time management;
- Organizes and accurately completes multiple tasks by establishing priorities;
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs.
- Plans, schedules and coordinates travel and logistics for meetings, conferences and special events using planning skills;
- Ensures availability of relevant factual information and supporting documentation highlighting key issues and providing appropriate detail for use in meetings, conferences and other events.
- Shows detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures;
- Demonstrates in-depth knowledge of main office software applications relating to word processing, data/financial management and/or presentations as required.
- Secondary school certificate with specialized training in office management or University degree preferred in business administration or any related filed.
- 6 years of progressively responsible administrative experience is required at the national or international level or 3 years with Bachelors;
- Experience in the usage of computers and office software packages (MS package, Outlook, etc.), experience in handling of web-based management systems;
- Experience working as executive assistant for senior decision-maker in private sector, government or international organization (United Nations or International Non-Governmental organization) is desirable.
- Fluency in written and spoken English and Arabic is required.
Important applicant information
All posts in the GS 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.
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Contract Duration: 1 Year with possibility for extension