EXECUTIVE ASSISTANT (RE-ADVERTISED)


Location : New York, UNITED STATES OF AMERICA
Application Deadline :31-Jul-13
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Duration of Initial Contract :1 year
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

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.


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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