Jobs - 50974- Administrative and Executive Assistant

Administrative and Executive Assistant - (Open to Filipino Nationals Only)

Location :

Manila, PHILIPPINES

Type of Contract :

Service Contract

Starting Date :

Application Deadline :

03-Nov-14 (Midnight New York, USA)

Post Level :

SC-5

Duration of Initial Contract :

Six months

Languages Required :

English

Expected Duration of Assignment :

possible extension depending on performance and funding availability

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

Under the guidance and direct supervision of the OCHA Head of Office (HoO), the Executive and Admin Assistant ensures effective and efficient functioning of the OCHA HoO’s office, maintain full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Assistant works in close collaboration with in line with the OCHA Administrative and Finance Unit, UNDP Programme, Business Development and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Summary of key functions:

Effective and efficient functioning of the OCHA HoO’s office;
Provide administrative support to the office in HR matters;
Provide administrative support in the office general administration;
Facilitation of knowledge building and management.

Ensures efficient functioning of the OCHA HoO’s office

Management the HoO’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
Efficient and discreet management of the HoO’s schedules;
Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
Maintain the correspondence log-book updated;
Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
Use of automated office management system.

Provide administrative support of the office General Administration:

Facilitation of information sharing with OCHA CO and HQ in New York and Geneva;
Draft routine correspondence, interoffice circulars and minutes of meetings when requested, translations when required;
Administration of travel, meetings, appointments and briefings of the staff;
Facilitate induction o new staff members (National and International) and initial administrative requirements;
Support in the logs and preparation of travel for all OCHA staff: preparing Travel Authorizations (TA) for official travels, workshops and training ensuring appropriate justification, costing and approvals;
Support ASB of travel under recruitment, re-assignment, separation, deployments and provide full support ensuring implementation of UN standards for International Staff;
In close cooperation with the APA, support the inventory of assets ensuring that all OCHA property is properly assigned and tracked (all vouchers signed, filed and recorded).

Competencies

Corporate Competencies:

Demonstrates commitment to OCHA’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning

Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;

Development and Operational Effectiveness

Ability to perform a broad range of activities aimed at effective and efficient functioning of Country Director’s office, including data/ schedule management, maintenance of protocol, information flow;
Confidentiality;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems.

Self-Management

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.

Required Skills and Experience

Education:

Bachelor’s degree or equivalent in Administration and Social sciences or related field. Specialized secretarial training or office management.

Experience:

Minimum 3 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 and national language of the duty station.

Application procedure:

The selected candidate will receive a salary that is commensurate with his/her background and work experience. Interested applicants are encouraged to apply online and attach the UN Personal History Form (P.11), available in our website http://www.ph.undp.org/content/philippines/en/home/operations/jobs/ and send to us on or before 3 November 2014. Kindly note that only completed P.11 forms will be reviewed. UNDP is an equal opportunity employer. Please note that we will contact only the short-listed candidates.