UNDP Jobs - 58497- Executive Assistant

Executive Assistant

Location :

Tokyo, JAPAN

Type of Contract :

FTA Local

Starting Date :

01-Oct-2015

Application Deadline :

02-Aug-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

one year with possible extension

Languages Required :

English

Expected Duration of Assignment :

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 Director, the Executive Assistant ensures effective and efficient functioning of the Director and Deputy Director, 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 PR and Operations and other teams, UNDP HQ, and UN Agencies in Japan to exchange information and ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

Effective and efficient functioning of the Director and Deputy Director;
Provision of effective communication support to the office;
Support to preparation and implementation of various events and provision of administrative support to the office;
Facilitation of knowledge building and management.

Ensures effective and efficient functioning of the Director and Deputy Director, focusing on achievement of the following results:

Efficient and discreet management of the Director’s schedules including organization and preparation for meetings and consultations for the Director and preparation of up-to-date office calendar of major events;
Organization of regular and ad-hoc internal meetings including preparation of minutes and summaries of actions to be taken;
Follow-up on deadlines, commitments made, and actions taken, and coordination of collection and submission of the reports to the Director;
Identification of key issues for discussions, recommendation of positions that should be taken by the Director, and outlining of the expected outcome;
Preparation of draft papers, briefs, correspondence as advised by the Director, and maintenance of up-to-date files of reference material, agenda items and information related to the Director’s areas of responsibility;
Administration of travel, and preparation of programmes of meetings and briefing files for missions of the Director and the Deputy Director;
Adherence to appropriate protocol and correspondence guidelines when communicating with the Government and other external partners;
Other duties as assigned by the management.

Ensures provision of effective communication support to the office including the maintenance of office database, focusing on achievement of the following results:

Screening of all incoming communications including mail, pouches and fax, and filtering of outgoing correspondence for supervisor’s signature, clearance and further actions by other staff; wherever possible;
Coordination of the information flow in the office, and dissemination of corporate and interoffice communication to staff as required including preparation of circulations;
Maintenance and management of registry email account;
Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested including translations when required;
Maintenance of status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
Maintenance and management of office database;
Maintenance of Tokyo office’s intranet site.

Supports preparation and implementation of various events and provides administrative support to the office, focusing on the following results:

Assistance in planning and organizing meetings and other events for the Administrator and other UNDP senior officials visiting Japan;
Coordination and liaison with the Administrator’s Office and BERA HQ for practical aspects related to the Administrator’s and other UNDP senior officials’ missions to Japan;
Assembling and synthesizing of relevant information and data of substantive and technical nature for meetings and missions, and arrangements for involvement and participation of relevant staff;
Coordination and provision of support for meetings and international conferences organized by the office;
Maintenance of the refreshment area in order;
Stands in for the Management Clerk when he/she is absent.

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

Sound contributions to knowledge networks and communities of practice;
Organization of trainings for UNDP staff on coordination, administration and protocol issues.

Competencies

Functional Competencies:

Building Strategic Partnerships:

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

Promoting Organizational Learning and Knowledge Sharing:

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

Job Knowledge/Technical Expertise:

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:

Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

Uses information/databases/other management systems.

Client Orientation:

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:

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 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;
University Degree or equivalent in business administrations, international relations, development studies or other related field would be desirable, but not required.

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;
Experience in international organizations would be an asset.

Language:

Fluency in English and Japanese.

Note:

All the applications should be submitted online;
All the applicants are required to submit a completed/signed P-11 form (UN Personal History Form) with a cover letter in Japanese (A4, one page) explaining the qualification and experience they can bring to the post. Please upload a P-11 form with a cover letter. (The link to a P-11 form is here.);
Only short-listed applicants will be contacted.

Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.