UNDP Jobs - 54369- Executive Assistant

Executive Assistant

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

16-Mar-2015

Application Deadline :

08-Mar-15 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

15 days

Languages Required :

English

Expected Duration of Assignment :

15 days

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 direct supervision of the Special Assistant to the Director, CRU, the Executive Assistant ensures that the Director and Deputy Director receive the immediate administrative and operational support they need to concentrate on their managerial and leadership functions.

As the first point of contact for many people outside the organization and as focal point for the Director and Deputy Director’s daily agenda, missions, conferences and phone calls, the Executive Assistant is required to maintain the highest standards of calm, efficiency, personal communication, discretion and independent judgment. The incumbent works closely with both the Special Assistant and the Executive Associate of the Assistant Administrator and Director of CRU to strengthen coordination in the Unit.

Duties and Responsibilities

Ensures the Front-Office is consistently covered and the telephone is answered between the hours of 8:45 am and 5:00 pm;
Provides administrative and secretarial support to the Director’s and Deputy Director, CRU and assists in the day-to-day management of the Front Office;
Coordinates and maintains calendar of meetings and activities of the Director and Deputy Director, including organizing meetings, organizing briefing notes, confirming participation in senior and high-level meetings, drafting replies to invitations and meetings; implementing protocol procedures;
Manages the Director’s and Deputy Director’s missions and representation schedules, including travel arrangements, communications with meeting organizers/country offices on logistics; itinerary, travel requests, follow-up authorization, clearances, visas, tickets necessary for travel;
Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Director and Deputy Director;
Finance/accounts management support (i.e. processing payment requests in ATLAS, requisitions and claims) to the Deputy Director and Directorate
Secretary to meetings as requested by the Deputy Director;
Provides coverage and backstops for the Special Assistant during peak times as well as for the Executive Associate to the Director on absences;
Performs other duties as may be assigned.

Competencies

Functional Competencies:

Work Under Pressure;
Excellent communications Skills;
Excellent Organizational Skills;
Initiative;
Good Interpersonal Skills.

Corporate competencies:

Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Highest standards of integrity, discretion and loyalty.

Required Skills and Experience

Education:

Secondary Education.

Experience:

At least 6 years of progressively responsible secretarial, administrative, programme experience is required;
Experience in the use of computers and office software packages (MS Word, Outlook, Excel, etc.) and basic Atlas;
Previous Front Office experience is an asset.

Language:

Fluency in English, both oral and written, is required;
Working knowledge of other UN official language is an asset.