| Job Information |
Background
Under the guidance and direct supervision of the Country Director (CD) and the Deputy Country Director – Programmes (DCD-P), the Administrative Assistant ensures effective and efficient functioning of the CD and DCD P’s offices with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
The Administrative Assistant works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and responsibilities
Ensures effective and efficient functioning of the CD & DCD-P’s office focusing on achievement of the following results
– Maintenance of the CD & DCD-P’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 Management Meeting minutes and other minutes when required
– Assists in the organization of high-level meetings
– Preparation of Office Reports
– Management of CD & DCD-P missions and representation schedule
– Maintenance of rosters of high-level partners, telephone lists
– Preparation of correspondence, directives, comments on behalf of CD & DCD-P for his/her signature and making follow-up when required
– Use of automated office management systems for effective functioning of the CD & DCD-P office
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 and follow up on circulation files
– Facilitation of information sharing between UNCT and the UN Coordination Unit
– Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CD & DCD-P
– Screening of all incoming calls and correspondence
– Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate divisions
Ensures facilitation of knowledge building and management focusing on achievement of the following results
– Sound contributions to knowledge networks and communities of practice
– Assists in the organization of Office Retreats
– Assists in the organization of specialized trainings for secretaries
– Assists in the organization of trainings to UN staff on coordination, administration and protocol issues
To apply
Please use this link to apply online
Application deadline: 24 October 2013 |
