UNDP Jobs - 27633- OCHA Executive Assistant (to Head of Office) (Nati

OCHA Executive Assistant (to Head of Office) (National) - ( POST CODE :27633)

Location :

Jakarta, INDONESIA

Type of Contract :

FTA Local

Starting Date :

17-Jan-2012

Application Deadline :

30-Jan-12 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

12 months

Languages Required :

Expected Duration of Assignment :

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.

Background

“UNDP partners with people at all levels of society to help build nations that can withstand crisis, and drive and sustain the kind of growth that improves the quality of life for everyone. On the ground in 177 countries and territories, UNDP offers global perspective and local insight to help empower lives and build resilient nations.”

UNDP Indonesia's mission is to be an agent for change in the human and social development of Indonesia. We aim to be a bridge between Indonesia and all donors as well as a trusted partner to all stakeholders. We work in four key areas of development: Governance Reforms, Pro-Poor Policy Reforms, Conflict Prevention and Recovery, and Environment Management, with the overarching aim of reducing poverty in Indonesia. Besides the four priority areas, UNDP Indonesia is also engaged in a variety of crosscutting initiatives focused on HIV/AIDS, gender equality, and information and technology for development.

Under the guidance and direct supervision of the Head of Office OCHA, the Executive Assistant ensures effective and efficient functioning of the Head of Office’s office, 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 Front Office, Programme, Business Development and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Summary of key functions:

Effective and efficient functioning of the office of OCHA’s Head
Effective communications and administrative support to the office
Facilitation of knowledge building and management

1. Ensures effective and efficient functioning of the Head of Office focusing on achievement of the following results:

-Management of the office of OCHA’s Head, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
-Efficient and discreet management of the Head of Office’s schedules
-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 by CO team when communicating with Government and other external partners;
-Use of automated office management system

2. Ensures provision of effective communications and administrative 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 dissemination of corporate and interoffice communication to staff as required.
-Facilitation of information sharing with Management Support and Business Development, Programme and Operations Teams.
-Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Head of Office.
-Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
-Administration of travel, meetings, appointments and briefings of Head of Office. 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.
-Serve as focal point for leave monitor
-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 for OCHA staff on coordination, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the OCHA’s office. Accurate analysis and presentation of information strengthens the capacity of the OCHA’s office and promotes the image of UN/UNOCHA as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

V. Competencies and Critical Success Factors

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases
-Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis
-Researches best practices and poses new, more effective ways of doing things

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures
-Understands the main processes and methods of work regarding to the position
-Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
-Strives to keep job knowledge up-to-date through self-directed study and other means of learning
-Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change
-Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems
- Uses information/databases/other management systems

Client Orientation

Level 1.1: Maintains effective client relationships
-Reports to internal and external clients in a timely and appropriate fashion
-Organizes and prioritizes work schedule to meet client needs and deadlines

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information
-Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:
-Demonstrating/safeguarding ethics and integrity
-Demonstrate corporate knowledge and sound judgment
-Self-development, initiative-taking
-Acting as a team player and facilitating team work
-Facilitating and encouraging open communication in the team, communicating effectively
-Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making

Required Skills and Experience

Education:
Secondary Education with specialized secretarial training or office management.

Experience:
5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. 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 the UN and national language of the duty station

ALL APPLICANT MUST COMPLETE P11 FORM AND SUBMIT AS PART OF THEIR APPLICATION . Click here to down load the form P11

Female candidates are encouraged to apply

UNDP Indonesia 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 Indonesia at the same grade level and with similar job description, experience and education requirements.

STS number : S12010010

ATLAS number :00053393