Background

Duties and Responsibilities

• Effective and efficient functioning of the Country Director’s office;
• Ensure programmatic support to the Country Director
• Effective communication and administrative support to the office;
• Facilitation of knowledge building and management

• Maintenance of the Country Director’s calendar, liaises with the relevant sections, contacts with high-ranking visitors,   arrangement of appointments and meetings, receive visitors, place and screen telephone calls; and answer questions with discretion, act 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.
• Provide substantive review and analysis of key documentation for the Country Director, and provide advice and relevant background information, if needed;
• Preparation of informal translations.
• Management of CD missions and representation schedule. Maintains mission plans of the Country Director, and coordinates travel arrangements with policy specialist, programme team and security both UNDP and UNDSS;
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the RR/RC office.
• Arrange and participate in meetings, conferences, and other activities, with the Country Director when required;

• Organize, manage and prepare proposed results for meetings with government UN agencies and donors in cooperation with the policy specialist;
• Bring to the attention of the Country Director all matters that require the Country Director’s attention and ensure that appropriate follow-up is directed;
• Actively engage with Programme Staff to acquire information on substantive project development and implementation including attention to all cross-cutting issues, as and when required;

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office, follow up on circulation files. Review, route and follow up on incoming and outgoing correspondence as appropriate
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CD.
• Facilitate overview of key achievements in programmatic work for all cross-cutting issues as well as operational issues on gender equality.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
• Draft responses to correspondence as requested by the Country Director, including note-to the-file, or provide feedback to relevant staff for timely follow-up actions;
• Ensure that the Country Director’s correspondence and instruction receive prompt attention and replies and subsequently appropriate actions
• Facilitate inter-office communications between the Country Director and staff;
• Provide liaison specific inputs for issues that should be brought to the attention of the Country Director;
• Provide background material and any other executive level support for reports, speeches, and presentation by the Country Director, in information flow within the office in liaison with policy specialist and communications officer ;
• Reply to or otherwise handle those communication that do not require the Country Director’s personal attention;
• Review and after discussions with CD and Communications Team, follow up on response to media reports involving UNDP.

• Sound contributions to knowledge networks and communities of practice.
• Organization of specialized trainings for assistants.
• Organization of trainings to UNDP staff on administration and protocol issues.

Competencies

• Analyzes general information and selects materials in support of partnership building initiatives

• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches, including ways to support mainstreaming of cross-cutting issues

• 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

• Uses information/databases/other management systems
• Provides inputs to the development of simple system components

• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases

• 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 makin
• Demonstrates integrity by modeling the UN’s values and ethical standards
• Advocates and promotes the vision, mission, and strategic goals of UNDP
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treats all people fairly without favoritism

Required Skills and Experience

• Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

• 6 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.

• Fluency in the Somali and English.

Women are strongly encouraged to apply

FC: 02300