Executive Assistant

This job description is a direct response to UNDP’s improved business model. It reflects a new office structure that has recently been put in place to support the vision expressed in an emerging portfolio and to facilitate a more collaborative approach to work across the office and with external partners. This structure is also designed to provide the foundation for a new emphasis on sub-national level work, support higher delivery rates, and to transform UNDP into a learning organization and ‘fit-for-purpose’ to deliver on Agenda 2030 which in turn will support national staff and institutional capacity development.
 

Position Purpose

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. S/he 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.

1. Ensures effective and efficient functioning of the RR & DRR office focusing on achievement of the following results:

• Manage the RR and DRR office, ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the CO team;
• Manage RR’s 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 RR;
• Screen all incoming communications, establish priorities and advise RR/DRR 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.
• Provide support in budget preparation and in the elaboration of audio visual presentations.

      2. 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 RR and the DRR.
• 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 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 RR travel, including preparation of agenda and schedules, confirmation of appointments, briefing materials, etc.
• Administration of travel, meetings, appointments and briefings of RR. 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

      3. 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.
• Support induction of new office arrivals.

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.

Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.

Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.

Adapt with Agility:  LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.

Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.

Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.

Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies 
 

Business Management

Partnerships Management: Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

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.

 Customer Satisfaction/Client Management: 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 clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

Administration & Operations: 

Events Management (including retreats, trainings and meetings): Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

External Relations & Advocacy: 

Customer Satisfaction/Client Management: 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 clients’ immediate requests.  Ability to anticipate client’s upcoming needs and concerns.

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Strong familiarity with budget and presentation software is desirable.
• Familiarity with Atlas travel, financial and budget modules would be an asset.
• Experience in handling of web-based management systems