Historique

Devoirs et responsabilités

• Coordinate and maintain the supervisor’s calendar of meetings, organize meetings, contacts with high-ranking visitors, arrangement of appointments and meetings, draft replies to invitations and meetings; researches briefing materials, acting as an interpreter when required and/or taking minutes.
• Preparation of high quality briefing materials for supervisor appointments, meetings, missions.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on his signature and making follow up when required.
• Use of automated office management systems for effective functioning of the front office.

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Facilitation of information sharing between UNCT and the UNOCHA.
• Review and screening incoming correspondence for the Head of Office attention and prioritize documents according to action required; review and edit outgoing correspondence for the Head of Office signature; ensure quality control, substance, sensitivity of issues, and that they are prepared according to UN standards.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

• Assist in managing day to day operations of the front office; convey to staff directives and information from the Head of Office; participate in and drafts minutes of meeting and ensure proper dissemination.
• Make arrangements for official travel of the Head of Office, communicate with meeting organizers/country offices on logistics; set itinerary, follow, obtain clearances, visas, tickets necessary for travel.
• Preparation and dissemination of briefing packs upon request.
• Ensures facilitation of knowledge building and management.
• Any other assignments at the request of the other staff

Compétences

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

• Researches best practices and poses new, more effective ways of doing things.
• Documents innovative strategies and new approaches.

• 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.

• Documents ‘best practices’ in organizational change and development within and outside the UN system.
• Demonstrates ability to identify problems and proposes solutions.

• Uses information/databases/other management systems.
• Provides inputs to the development of simple system components.

• Reports to internal and external clients in a timely and appropriate fashion.
• Organizes and prioritizes work schedule to meet client needs and deadlines.
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients.
• Responds to client needs promptly.

• Gathers and disseminates information on best practice in accountability and results-based management systems.
• Prepares timely inputs to reports.
• Maintains databases.

• Demonstrating/safeguarding ethics and integrity. 
• Demonstrate 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.

Qualifications et expériences requises

• Secondary Education with specialized certification in administration or secretarial training.
• University Degree or equivalent in related fields would be desirable, but it is not a requirement.

• 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. 
• Excellent communication skills.
• Ability to build networks and partnerships and capacity to work in a team set up.
• Demonstrates critical ability and sound judgment in the pursuit of requests to full completion.
• Demonstrates the highest level of discretion and helpfulness in a manner that reflects positives on the office.
• Demonstrates understanding of the UN organizational structure and external partners for purposes of efficiently handling incoming queries and requests, and for collecting information and performing liaison functions.

• Proficiency in both written and spoken English.
• Knowledge of Somali is a requirement.