UNDP Jobs - 56706- Executive Assistant

Executive Assistant

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

08-Jun-2015

Application Deadline :

28-May-15 (Midnight New York, USA)

Post Level :

National Consultant

Duration of Initial Contract :

35 working days

Languages Required :

English

Expected Duration of Assignment :

35 working 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

The UNDP Crisis Response Unit coordinate the organization's response to crises in both disaster and conflict contexts.

Under the direct supervision of the Special Assistant to the Assistant Secretary-General (ASG) and Assistant Administrator, Crisis Response Unit, the Executive Assistant will support the directorate in addressing additional demands on the front office. These demands are particularly high at certain times of the year. (S)he will ensure that the ASG and Deputy receive the immediate administrative and operational support they need on a daily basis for a period of 35 working days.

As the first point of contact for many people outside the organization and as focal point for the ASG and Deputy’s daily agenda, missions, meetings, conferences and phone calls, the Executive Assistant is required to be very reactive, dynamic and 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 ASG of CRU to ensure the smooth running of the front office.

Duties and Responsibilities

In support of the Directorate, the incumbent will complete the following tasks:

Ensures the Front-Office is consistently covered and the telephone is answered between the hours of 8:15 am and 4:15 pm;
Ensures daily, detailed management of the ASG’s agenda and logistical support for meetings and teleconferences that involve participation of the ASG;
Track the ASG’s public engagements and draft responses to invitations (confirmations, regrets);
Organization of meeting and mission folders;
Assists in the day-to-day management of the Front Office;
Support to travel requests, follow-up authorization, clearances, visas, tickets necessary for travel, etc… for CRU staff;
Finance/accounts management support (i.e. processing payment requests in ATLAS, requisitions and claims) to the Directorate;
Provides coverage and backstopping for the Special Assistant and Executive Associate during peak times and as required;
Performs other duties as may be assigned.

Competencies

Functional Competencies:

Works well Under Pressure;
Excellent Communications Skills;
Excellent Organizational Skills with superior attention to detail;
Initiative;
Interpersonal Skills.

Required Skills and Experience

Education:

Secondary education. University degree is preferred.

Experience:

4 years of relevant administrative experience;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.);
Experience in handling of web-based management systems;
At least 1 year of experience in the UN system or working in a front-office function strongly preferred.

Language:

Fluency in English. Any other UN language is an asset.