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PERSONAL ASSISTANT TO THE DIRECTOR

Location : New York, UNITED STATES OF AMERICA
Application Deadline :12-Aug-12
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
 English  
Starting Date :
(date when the selected candidate is expected to start)		03-Sep-2012
Duration of Initial Contract :One year
Expected Duration of Assignment :Initially 1 year, renewable with good performance.
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background
The Evaluation Office (EO) works to enhance the development effectiveness of UNDP to help men and women build a better life.  EO strengthens accountability and learning through evaluation and partnership.  The mandated responsibility of EO is to support the Administrator in his/her substantive accountability function and to contribute to organizational learning.  EO provides systematic and independent assessment of results, effectiveness and impact of the substantive activities of the programme, including the special purpose funds under the Administrator’s responsibilities.  The Evaluation Office conducts strategic, thematic, programmatic and country level evaluations.  It assures the quality and use of UNDP evaluations by establishing norms, standards and guidelines and by knowledge sharing and networking.  The Office advances innovation in development evaluation through a global partnership.
 
Under the direct supervision of the Evaluation Office Director, the personal assistant provides programme support ensuring high quality, accuracy and consistency of work. The personal assistant works in close collaboration with the operations, programme and project teams as required to exchange information and support delivery of the Director and the Evaluation Office’s key outputs/outcomes.

Duties and Responsibilities
Provide effective and efficient support to the Director focusing on achievement of the following results:
  • Management of the Director’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the EO team.
  • Efficient and discreet management of the Director’s schedule. Organize, arrange and coordinate meetings such that the Director’s time is efficiently utilized ensuring that all background papers and briefing notes are available for the Director’s review prior to engagements.
  • Screens and filter all communications from the Directors Office.
  • Check all correspondences and communications on behalf of the Director by proofreading and ensure neatness and appropriate format.
  • Handle all travel and logistical arrangements for the Director making certain that visa, transportation and hotel requirements have been properly addressed.
Ensures effective and efficient functioning of the Director’s office, focusing on achieving the following results:
  • Actively participate in efforts to improve the efficiency of administrative procedures within the Directors office and make proposals to eliminate communication bottlenecks and streamline directorate operations.
  • Support to the EO Directorate in all its initiatives. Arrange bi-weekly management team meetings and prepare the agenda. Assist in handling documentation and disseminate the minutes of the EO management team meetings in a timely manner.
  • Administer the EO front office by establishing and maintaining good rapport with other UNDP offices such as the Executive Board Secretariat, the Office of the Administrator, Regional Bureaus and other internal and external entities.
  • Facilitate information flow by conveying accurate and timely information both within EO and with external partners. Multi-task to handle the varied demands of the EO front office effectively and efficiently and respond to information requests and inquiries as required.
Performs other administrative functions and ensures well managed and effective office operations, systems and procedures that facilitate team work and the work of the office focusing on achievement of the following results:
  • Support to the Deputy Director in the absence of his/her assistant.
  • Support the Operations Specialist on all administrative matters related to Directorate initiatives.
  • Work with the EO focal point for the Executive Board Secretariat (EBS), EO evaluation managers and directorate to ensure that all documentation pertaining to evaluation sessions at the EB are submitted in a timely manner and are formatted as per EB requirements. Coordinate with the EBS in the organization of informal sessions.
  • Support the UNEG Secretariat by providing assistance in processing payments and creating travel requests for the UNEG Specialist.
  • Serve as the Atlas finance user of the Evaluation Office. Create GLJE’s and upload/ record agreements in the Document Management System (DMS).
  • Maintain a filing system ensuring safekeeping of confidential materials. Use of automated filing system.
  • Undertake other job related duties as assigned.

Competencies
Corporate Competencies:
  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
  • Exercises diplomacy, tact and politeness, in the handling of people.
  • Working in Teams: Acting as a team player and facilitating team work.
Functional Competencies
 
Knowledge Management and Learning
  • Shares knowledge and experience.
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness
  • Ability to administer and execute administrative processes and transactions.
  • Ability to perform work of confidential nature and handle a large volume of work.  
  • Good knowledge of administrative rules and regulations.
  • Strong IT skills, knowledge of Atlas.
Leadership and Self-Management
  • Focuses on result for the client and responds positively to feedback.
  • Consistently approaches work with energy and a positive, constructive attitude.
  • Remains calm, in control and good humored even under pressure.
  • Strong prioritization skills with a focus on results.
  • Highly organized and efficient; able to work with minimal supervision.
  • Ability to organize and complete multiple tasks by establishing priorities.
  • Ability to handle a large volume of work possibly under time constraints.
  • Good communication skills.
Judgment/Decision-Making
  • Independent judgment and discretion in advising on or handling delicate issues.

Required Skills and Experience
Education:
  • Secondary Education.
  • University Degree would be desirable, but it is not a requirement.
Experience:
  • 5 to 6 years of relevant experience in administration or programme support service preferably in a large or international corporation or organization.
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling web-based management systems. Experience in using Atlas financial, travel, procurement modules.
  • Successful completion of UN ASAT (clerical) exam is mandatory to be considered a candidate.
Language Requirements:
  • Fluency in English.
  • Knowledge of other UN languages is an asset.

Click here for important information for US Permanent Residents ('Green Card' holders).
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.


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