Background

Applicants who already applied need not apply.

Under the guidance and direct supervision of the Deputy Assistant Administrator and Deputy Director, BOM, and as part of the BOM Directorate Assistants' Team, the Executive Assistant provides effective and efficient support to the Deputy Assistant Administrator and Deputy Director and Chief of Staff through management of information and documentation flow, organization of/preparation for meetings and follow-up on actions required and deadlines/commitments made, maintenance of protocol procedures, supporting communications between BOM Units on relevant issues, among others.

The Executive Assistant works in close collaboration with the Executive Assistant of the Assistant Administrator and BOM Director, the Administrative Assistant and other members of the Directorate Team as well as in close cooperation with the offices of the BOM Units Directors and other HQs and regional offices to ensure efficient flow of information, actions on instructions, agendas, etc. The Executive Assistant ensures full confidentiality in all aspects of assignment.

Duties and Responsibilities

  • Effective and efficient support to the Deputy Assistant Administrator and Deputy Director, BOM and Chief of Staff
  • Effective communications and administrative support to the Directorate, as part of the Directorate Assistants Team

Ensures effective and efficient support to the Deputy Assistant Administrator and Deputy Director (DAA/DD), BOM and Chief of Staff (CS) focusing on the achievement of the following results:

  • Efficient and discreet management of the DAA/DD and CS schedules, administration of meetings, appointments and briefings.
  • Organization of regular and ad-hoc meetings; preparation of meeting minutes/summaries of actions to be taken;
  • Coordination of/preparation of relevant documentation/background notes for meetings organized by BOM as well as by other Offices/Units;
  • Tracking of progress on agreed issues; follow-up with focal points on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the DAA/DD and CS.
  • Screening of incoming communications, filter outgoing correspondence for DAA/DD and CS's signature, clearance and further action by other staff; wherever needed. Adherence to appropriate protocol and correspondence guidelines when communicating with partners.
  • Administration of travel for DAA/DD and CS and other staff in the Directorate, as required, incl. itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, and other documents, etc.

Ensures provision of effective communications and administrative support to the Directorate, as part of the Directorate Assistants Team, focusing on achievement of the following results:

  • Maintenance of the filing/archiving system ensuring safekeeping of confidential materials. Contribution to development and use of automated filing system.
  • Coordination of the information flow and dissemination of corporate and interoffice communication to staff as required.
  • Maintenance of the BOM Calendar with major events, deadlines, etc, in cooperation with other members of the Directorate team.
  • Facilitation of information sharing with BOM Units and relevant offices/units outside BOM.
  • Draft routine correspondence and interoffice memos, general briefing notes, documents, reports, translations when required.
  • Publishing of relevant documents on the BOM webpage.
  • Administrative support to conferences, workshops, retreats organized by the Directorate and BOM.
  • Support to organization of procurement processes in the Directorate, as required.
  • Support to Administrative Assistant in HR function in the Directorate, if/as required.

Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP?s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability  
  • Functional Competencies:

Development and Operational Effectiveness

  • Ability to perform a broad range of activities pertaining to the job, including data/ schedule management, maintenance of protocol, information flow.
  • Ability to handle information and documents with confidentiality  
  • Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems

Leadership and Self-Management

  • Shows initiative
  • 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  
  • Demonstrates openness to change and ability to manage complexities  
  • Knowledge Management and Learning
  • Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
  • Shares knowledge and experience

Required Skills and Experience

Education:
  • Secondary education required with specialized secretarial training.  University degree is desirable but not required.
Experience:
  • 6 years of progressively responsible secretarial, administrative, operational experience is required at the national or international level. Experience in the usage of office equipment and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
Language:
  • Fluency in English.  
  • Proven and tested knowledge of other UN language is an asset.