Historique

Under the guidance and direct supervision of the Deputy Country Director/ Program, the Executive Assistant ensures effective and efficient functioning of the Deputy Country Director’s office, 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 Front Office, Programme, Business Development and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Devoirs et responsabilités

Summary of key functions:

• Effective and efficient functioning of the Deputy Country Director’s office;
• Effective communications and administrative support to the office;
• Facilitation of knowledge building and management.

Ensures effective and efficient functioning of the Deputy Country Director’s office focusing on achievement of the following results:

• Management of the Deputy Country Director’s office, 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 Deputy Country Director’s schedules;
• 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;
• Use of automated office management system.

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

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
• Facilitation of information sharing with Management Support and Business Development, Programme and Operations Teams;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Deputy Country Director/ Program;
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
• Administration of travel, meetings, appointments and briefings of Deputy Country Director/ Program. Including drafting of background notes;
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers;
• Support to organization of advocacy events if required.

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.

Impact of Results 

The key results have an impact on the efficiency of the Deputy Country Director’s office.  Accurate analysis and presentation of information strengthens the capacity of the Country Director’s 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:  

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;  
• 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

Education:

• Secondary Education with specialized secretarial training or office management. 

Experience:

• 5 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 Requirements:

• Fluency in the UN and national language of the duty station.