Historique

The CO is looking for individuals who are self-starters, team player, possess a variety of skills and are able to promote a good working environment while delivering effective results that enhance the visibility of the office. It is imperative that the members of the team be excellent team players, have the capacity to work well together, and step in and perform other functions when required to support the diverse needs of the CO. The CO has also endeavored to cluster functions to better integrate the needs of a new reduced team with the competencies required. This post integrates the traditional executive assistance and support for decision-making information to senior management.

Devoirs et responsabilités

• Ensures effective and efficient functioning of the senior management focusing on achievement of the following results:
• Maintenance of the supervisors’ calendar, contacts with high-ranking visitors,   arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
• Maintenance of protocol procedures;
• Preparation of high quality briefing materials for supervisors’ appointments, meetings, missions;
• Preparation of informal translations;
• Management of Senior Management missions and representation schedule;
• Maintenance of rosters of high-level partners, telephone lists;
• Preparation of correspondence, directives, comments on behalf of RR/RC and DRR for their signature and making follow-up when required;
• Use of automated office management systems for effective functioning of the senior management offices.

Provide support and in the area of communications on UNDP and UN System activities, as requested:

• Support in the development of communication materials for marketing and awareness-raising campaigns, related to the agenda of the UNDP practice areas including briefing materials and press releases in coordination with the supervisor;
• Logistical support in the Organization of roundtable discussions, press conferences, briefing sessions, interviews for national and international events for the UNDP and RC Office;
• Review of reference materials, identification of reference materials for retention;
• Contributes to the development of  promotional material and provide editorial support for the publication of special documents;
• Support the organization of national and international events;
• Ensures facilitation of knowledge building and management to support senior management.

Impact of Results

The key results have an impact on the efficiency of the RR/RC office. Accurate analysis and presentation of information and communication processes strengthens the capacity of the RR/RC office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Compétences

Functional Competencies:       

• Identifies relevant information for advocacy for a variety of audiences;
• Makes research of contacts in the media, government, private sector, donors, other agencies, civil society and other stakeholders for UNDP’s advocacy efforts.

• Analyzes general information and selects materials in support of partnership building initiatives;
• Maintains databases of counterparts, cooperation partners and donor information.

• Researches best practices and poses new, more effective ways of doing things;
• Documents innovative strategies and new approaches;
• Identifies and communicates opportunities to promote learning and knowledge sharing.

• Understands the main processes and methods of work regarding the position;
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• Identifies new and better approaches to work processes and incorporates same in own work;
• 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.

• Disseminate information and materials on UNDP’s development/humanitarian activities;
• Collects, and disseminates information on UNDP focus areas.

• Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences;
• Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts.

•  Documents and tracks innovative strategies/best practices/new approaches;
• Tracks bottlenecks, problems and issues, and proposes solutions;
• Responds positively to new approaches.

•  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 national and international media and internal and external clients;
• Responds to client needs promptly.

• 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;
• Managing conflict;
• Learning and sharing knowledge and encourage the learning of others;
• Informed and transparent decision making .
  

Qualifications et expériences requises

• Completion of Secondary Education with specialized training in communications and executive support to senior management;
• University Degree or equivalent is desirable.

• 6 years of professional experience related to executive assistance support in public and/or private institutions;
• Basic knowledge and understanding of the mandate and work of UNDP and UN in the country and the world;
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).

Language:

• Fluency in written and spoken English;
• Second UN language desirable.