Background
Duties and Responsibilities
Functions and Key Results Expected
Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:
- Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and taking minutes as appropriate;
- Maintenance of protocol procedures;
- Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
- Management of RR/RC missions and representation schedule;
- 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.
Ensures provision of effective communications support to the office focusing on achievement of the following results:
- 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;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC;
- Screening of all incoming calls and correspondence;
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures.
- Sound contributions to knowledge networks and communities of practice;
- Organization of specialized trainings for secretaries;
- Organization of trainings to UN staff administration and protocol issues.
Impact of Key Results
The key results have an impact on the efficiency of the RR/RC office. Accurate analysis and presentation of information strengthens the capacity of the RR/RC office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
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
- 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.
Presentation of information on best practices in organizational change
- Documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to identify problems and proposes solutions
Data gathering and implementation of management systems
- Uses information/databases/other management systems;
- Provides inputs to the development of simple system components.
Maintains effective client relationships
- 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 making.
Required Skills and Experience
Education:
- Secondary Education with specialized secretarial training;
- University Degree or equivalent would be desirable, but it is not a requirement.
Experience:
- 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.
Language Requirements:
- Fluency in English essential;
- Fluency in French is an advantage.