UNDP Jobs - 60678- Event and Document Management Consultant

Event and Document Management Consultant

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

Individual Contract

Starting Date :

19-Oct-2015

Application Deadline :

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

Post Level :

National Consultant

Duration of Initial Contract :

6 months

Languages Required :

English

Expected Duration of Assignment :

6 Months

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

UNDP’s 2014-2017 Strategic Plan commits the organization to lift the quality of programmes and projects by introducing clear quality standards and processes for which managers will be accountable. The Development Impact Group (DI Group) in the Bureau for Policy and Programme Support is responsible to develop these quality standards and processes in consultation with relevant units and steer their implementation throughout the organization.

Under the guidance and direct supervision of the Director, the Development Impact Group, BPPS, Event and Document Management Consultant:

Analyzes general information and selects materials in support of partnership building initiatives.
Researches best practices and poses new, more effective ways of doing things

Ensures effective support to the functioning of the Director’s office, through efficient event preparation, management, ensures that protoc and procedures, management of information flow and follow-up on deadlines and commitments made.

The Event and Document Management Consultant works in close collaboration with the Director and the Executive Assistant, relevant teams in UNDP, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Establishes and maintains document and records in the management filing system: effective communications to support the office:support preparation and implementation of various events and provision of administrative support to the office;
Efficient and discreet management of the Director’s correspondence, schedules and other documentation: oganization 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;
Support in responding to incoming requests for briefings, talking points and other background materials to be delivered by the office.

Establishes and maintains document and records management system focusing on achievement of the following results:

Establishment and maintenance of accurate filing system for the documents, keeps information and reference material in a manner which allows easy retrieval. Archives closed files and maintains accurate log of archive files;
Maintenance of up-to-date files of reference material, agenda items and information related to the Director’s areas of responsibility;
Preparation of minutes and summaries of key discussion points for key meetings and discussions attended by the Director;
Keeps list of names, addresses and telephone numbers of key counterparts.

Other duties as assigned by the management

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

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.

Other duties as assigned by the management

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 attended by the Director and staff of DIG/BPPS;
Coordination and liaison with relevant governments’ office, UN missions and UN agencies for practical aspects related to the events and meetings attended by the Director;
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 .Support the Executive Assistant;
Uses information/databases/other management systems;
Reports to internal and external clients in a timely and appropriate fashion;
Organizes and prioritizes work schedule to meet client needs and deadlines.

Competencies

Functional Competencies:

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, ability to identify problems and proposes solutions;
Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgmen;
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 and 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:

Master’s Degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related field.

Experience:

5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level, with experience in event planning and conference management;
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 English.