Jobs - 58358- Executive Assistant (Open for Filipino Nationals O

Executive Assistant (Open for Filipino Nationals Only)

Location :

Manila, PHILIPPINES

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

29-Jul-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

Initial one year

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 Head of Office (HoO), OCHA Philippines, the Executive Assistant ensures effective and efficient functioning of the HoO, ensuring full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of correspondence, calendar of events, information flow and follow-up on deadlines and commitments made.

The Executive Assistant works in close collaboration with the office of the Resident Coordinator and Humanitarian Coordinator, OCHA Country Office (CO) Administrative, Programme and Operations Units, OCHA Regional and Headquarters counterparts, UN Agencies, I/NGO partners, National Government and other local authorities to ensure proper liaising, efficient flow of information, and actions on instructions and agenda.

Duties and Responsibilities

Summary of key functions:

Effective and efficient support to the Head of Office, Programme and Operations Units;
Effective communications and administrative support to the Country Office, including maintenance of protocol procedures, preparation of correspondence, and taking of minutes of staff meetings;
Management of the HoO’s missions and representation schedule, including coordination with concerned OCHA unit on the preparation of HoO’s presentations for speaking engagements;
Arrangements for the itinerary or organization of senior-level visits/missions to the country;
Liaison with counterparts in National Government, UN agencies. international organizations, and the private sector;
Act as Security Focal Point and Liaison with DSS;
Management of the drivers’ daily schedules and arrangement of transportation for all OCHA staff for their official business outside of the office;
Facilitation of knowledge building, staff development and management.

Ensures effective and efficient functioning of the Head of Office focusing on achievement of the following results:

Support the functions of the HoO, 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 Head of Office’s daily schedule;
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;
Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
Operational coordination with partners supported through liaison with counterparts in National Government, UN agencies. international organizations, and the private sector;
Arrangements for the itinerary, travel and lodging or organization of visits/missions by senior-level or high-ranking officials to the country;
Use of automated office management systems.

Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

Demonstration of excellent writing skills through the draft routine correspondence, inter-office circulars, general briefing notes, documents, reports, and minutes of meetings when requested, including translations when required;
Maintenance of the filing system for the Head of Office, ensuring safekeeping of confidential materials. Use of automated filing and documentation systems;
Coordination of the information flow in the office and dissemination of corporate and inter-office communication to staff as required;
Facilitation of information sharing with the Administrative sections of OCHA and UNDP, supporting the OCHA Programme and Operations Teams as needed;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Head of Office;
Administration of travel, meetings, appointments and briefings of the Head of Office and other senior management staff, including drafting of background notes;
Maintenance of calendar of events, best practices, lessons learned, publishing and compiling of information for human resources and financial management, reporting and communications officers;
Functions as Security Focal point for the Country Office, liaising with DSS on business continuity matters, compiling and submitting staffing status reports and attending monthly security focal point meetings;
Support to organization of advocacy, training and other events if required;
Management of the drivers’ daily schedules and arrangement of transportation for all OCHA staff for their official business outside of the office;
Monitoring of the reservations and use of the OCHA meeting room by internal staff and other UN agencies.

Ensures facilitation of knowledge building, staff development and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice;
Event management and coordination for Country Office staff on coordination, management, administration, security and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the Head of Office’s functions. Accurate analysis and presentation of information strengthens the capacity of the Country Office and promotes the image of the UN and OCHA as an effective contributor to the development of disaster response capacity and coordination in the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:

Building Strategic Partnerships:

Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:

Basic research and analysis

Researches best practices and poses new, more effective ways of doing things.

Job Knowledge/Technical Expertise:

Fundamental knowledge of processes, methods and procedures

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.

Promoting Organizational Change and Development:

Presentation of information on best practices in organizational change

Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

Data gathering and implementation of management systems

Uses information/databases/other management systems.

Client Orientation:

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.

Promoting Accountability and Results-Based Management:

Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems.

Core Competencies:

Demonstrating/safeguarding ethics and integrity;
Demonstrating 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 encouraging 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:

Bachelor’s degree in Social Sciences or related field with specialized secretarial training or office management.

Experience:

Five 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:

Fluency in oral and written English;
Knowledge of another UN working language is an asset.

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/ or send on or before 29 July 2015. 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.