UNDP Jobs - 41065- Executive Assistant at the UNDP Office

Executive Assistant at the UNDP Office

Location :

Minsk, BELARUS

Type of Contract :

Service Contract

Starting Date :

01-Nov-2013

Application Deadline :

30-Oct-13 (Midnight New York, USA)

Post Level :

SB-2

Duration of Initial Contract :

Indefinite duration with initial probation period of six months

Languages Required :

English Russian

Expected Duration of Assignment :

extendable

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

Please read carefully the below information!

Before you apply on-line, please download and fill in the P11 form (UNDP personal history form), that should be attached to your on-line application.

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. No telephone inquires will be entertained. Only short-listed candidates will be contacted.

The UNDP PERSONAL HISTORY FORM (P11) will be considered for screening of applications. It can be downloaded at the following link:UNDP Personal History Form

Under the guidance and supervision of the Executive Associate, the Executive Assistant provides telephone communication and general reception and information services ensuring high quality and accuracy of work. The Receptionist promotes a client, quality and results-oriented approach.

The Executive Assistant works in close collaboration with the Programme and Operations Sections staff and other UN agencies staff to exchange information and ensure consistent service delivery

Duties and Responsibilities

1) Ensure the provision of front-desk service and telephone communication services:

Maintenance at all times a professional image as the front line representative of the country office.
Monitoring of all visitors to the office; assistance to visitors by providing directions and accurate information.
Operation and management of the telephone switchboard in accordance with appropriate protocol. Weekly check and test of all lines. Maintenance of recording information in the system, solution of minor technical problems, and reporting to telephone service provider for regular maintenance and repair.
Screening and redirecting of incoming correspondence. Registration and posting of outgoing correspondence.
Receipt and registration of tender documents. Registration of Letters of attorney.
Assistance to staff with sending faxes and making phone calls. Registration of personal faxes/calls for cost recovery.

2) Ensure the provision of secretarial and administrative support:

Translation of incoming and outgoing correspondence upon request.
Typing of correspondence, documents, letters, etc. from rough draft materials.
Participation in the office meetings and preparation of meeting minutes upon request.
Maintenance of staff leaves records, ensuring compliance with HR guidelines. Performance as Absence Monitor in Atlas.
Assistance in the preparation of cost-recovery bills in Atlas for the administrative services
Any other clerical support duties as assigned by the office management

3) Ensure the most updated staff and other contacts information:

Collection and update of staff information, ensuring all data and information is correct and accurate.
Update of the telephone lists and UN Directory, Addresses of the Government, International Organizations, Embassies, and NGOs and other important contacts.

Competencies

Functional Competencies

OPERATIONAL EFFECTIVENESS

Ability to perform a variety of repetitive and routine tasks and duties
Ability to review data, identify and adjust discrepancies
Good knowledge of administrative rules and regulations
Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
Ability to organize and complete multiple tasks by establishing priorities

MANAGING DATA

Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy
Interprets data, draws conclusions and/or identifies patterns which support the work of others

MANAGING DOCUMENTS, CORRESPONDENCE AND REPORTS

Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
Shows sound grasp of grammar, spelling and structure in the required language
Ensures correspondence, reports and documents comply with established UN standards
Ability to produce accurate and well documented records conforming to the required standard

PLANNING, ORGANIZING AND MULTI-TASKING

Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting relationships
Demonstrates ability to quickly shift from one task to another to meet multiple support needs
Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support

Required Skills and Experience

Education:
Secondary education

Experience:
No specific requirements

Language Requirements:
Fluency in English, Russian and Belarusian