Background
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.ย
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.ย
UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more atย undp.orgย or follow at @UNDP
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. She will on occasion be delegated temporary supervisory functions of short-term hires.
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
Duties and Responsibilities
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 offices, ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the CO team; Manage DRR-P & 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 adviseย DRR-P/DRR-O filter outgoing correspondence for DRR-P/DRR-O signature, clearance, and further action by other staff; wherever possible.ย Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners. Use of automated office management systemEnsures effective communications and administrative support to the office, focusing on achieving following results.ย
Initiatives to handle routine matters in close consultation with theย 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 UNCT and the UN Coordination Unit. Up-to-date information and data on UN country team, UN thematic groupsโ 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 Teamsโ 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 requiredEnsures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results.
Sound contributions to knowledge networks and communities of practice. Organization of trainings for the operations/ projects staff on programme. Maintain organized records of DRR-P & DRR-O offices, meetings activities case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy.ยThe incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.ย
Competencies Core Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvementsย Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexibleย Act with Determination:ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discriminationย
Cross-Functional & Technical competencies (insert up to 7 competencies)ย Thematic Area Name Definition Business Managementย Working with Evidence and Data
Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making Business Managementย Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed Business Managementย Customer Satisfaction/Client Managementย Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clientsโ immediate requests. Ability to anticipate clientโs upcoming needs and concerns. Business Managementย Communication Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.ย Business Managementย Monitoring Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results. Technical - Financeย Budget management Ability to support budgetary aspects of work planning process, drawing and management of team budgets Administration & Operations Event Management Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.Required Skills and Experience
Education:
Secondary education is required, orย ย
University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
Experience:
Minimum of 5 years (with high school diploma) or 2 years (with bachelorโs degree) of progressively responsible administrative or project experience is requiredย
Required skills:
Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.
Desired skills in addition to the competencies covered in the Competencies section:
Experience in preparation of financial reports and overviewsย Knowledge of monitoring and evaluation toolsย Knowledge of project management processesย Knowledge of procurement procedures of national / international organizationsย ยEqual opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
Scam alert
UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.
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