Antecedentes

Under the guidance and direct supervision of the Regional Representative of the High Commission of the United Nations for Human Rights, Regional Office for South America, the Team Assistant/Bilingual Secretary Assistant will ensure effective and efficient functioning of the Representative´s Office, full confidentiality, maintenance of protocol procedures, management of information and follow-up on deadlines and commitments, accuracy and consistency of work.

The Assistant works closely with the Regional Representative and professional staff members, UN Agencies, and national and International authorities to ensure efficient flow of information, actions on instructions and agendas.

Deberes y responsabilidades

Summary of Key Functions:

  1. Effective and efficient functioning of the Regional Representative´s Office;
  2. Effective communication and support to the Regional Office for South America (ROSA) .

Ensures effective and efficient functioning of the Regional Office for South America, focusing on achievement of the following results:

  • Management of the Regional Office, ensuring an environment of professionalism and teamwork at all times, setting exemplary standards of conduct for the Office team;
  • Efficient and discreet management of the Regional Representantive´s schedules;
  • Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken: tracking of progress and planned issues;
  • Screening and filter of all incoming communications, outgoing correspondence, clearance and further actions by other staff, wherever possible;
  • Adherence to and full compliance with UN/OHCHR rules and regulations and other relevant policies. Adherence to appropriate protocol and correspondence guidelines when communicating with government and other external partners;
  • Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc.
  • Researches, compiles and organizes information and reference materials from various sources for reports, work plans, studies, briefings, meetings, conferences, etc.
  • Performs a wide range of office support and administrative functions;
  • Use of automated office management systems.

Ensures effective communication and administrative support to the Regional Office, focusing on the achievement of the following results:

  • Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing systems.
    Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff, as required;
  • Responds or drafts responses to routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested. Translations when required. Uses standard word processing package to produce a wide variety of large, complex documents and reports;
  • Administration and coordination of travel, meetings, appointments and preparation of the corresponding agenda of the Regional Representative, including drafting of background notes;
  • Support and assess, wherever needed, in the workflow and adherence to UN/OHCHR rules and regulations are complied;
  • Assists in the preparation of presentation materials using appropriate technology/software;
  • Maintains calendar/schedules: monitors changes and communicates relevant information to appropriate staff, inside and outside the immediate work unit;
  • Updates and maintains distribution lists; monitors, prepares and distributes documentation, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
  • Be abreast of the technology means and ensure IT supports to solve communications problems are available;
  • Ensure responsibility and confidentiality in handling matters of administrative nature;
  • Prepare reports as requested both in Spanish and in English;
  • Performs general administrative tasks and ad-hoc duties as required.

Competencias

Corporate Competencies:

  • Demonstrates integrity by modeling the UN’s values and ethical standards;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
  • Treats all people fairly without favoritism.

Functional Competencies:

Knowledge Management and Learning:

  • Shares knowledge and experience and contributes to the Office’s best practices;
  • Encourages office staff to share knowledge and new skills;
  • Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

  • Ability to perform a variety of standard specialized and non-specialized tasks and work processes fully documented, researched, recorded and reported;
  • Ability to support effectively. Ability to communicate sensitively and effectively across different public;
  • Ability to review and process a variety of data, identify and adjust discrepancies, identify and resolve operational problems;
  • Ability to perform work of a confidential nature, handle a large volume of work and work under pressure;
  • Demonstrates excellent ability to write and communicate orally with accuracy and professionalism, both in Spanish and in English;
  • Demonstrates good IT skills;
  • Proves full command of both written and oral English.

Management and Leadership:

  • Focuses on impact and result for the client;
  • Leads teams effectively and shows conflict resolution skills;
  • Consistently approaches work with energy and a positive, constructive, self controlled attitude;
  • Builds goods relationships with staff members and external actors;
  • Demonstrates openness to change and ability to manage complexities;
  • Responds positively to feedback and differing points of view.

Habilidades y experiencia requeridas

Education:

  • High School Degree;
  • Certified Professional Secretary Certification;
  • Post-secondary studies would be an asset.

Experience:

  • 5 years of similar experience is required;
  • Internal candidates from the UN System will have an advantage of a three-year minimum experience;
  • Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint, etc) and advanced knowledge of spreadsheet and database packages. Knowledge of Atlas, Imis or other ERP System is desirable.

Language Requirements:

  • Fluency in Spanish and English (both written and oral) is required;
  • Additional UN languages will be an added advantage.

Special Notice:
Passing the Administrative Assessment Support Test or an equivalent recognized UN locally-administered test shall be a prerequisite for recruitment considerations.

Recruitment for this position is done on a local basis. If an external candidate is selected, his/her appointment will be subject to a passing grade on the relevant entry-level examination.

Assessment Method:
Evaluation of qualified pre-selected candidates may include additional complementary assessment exercises, which may be followed by competency-based interviews.

IMPORTANT:
Download, fill and sign the P11 - Personal History Form
http://www.pnud.cl/vacantes/p11_en.doc

The system will be prompted to upload a file on the next page after "submit" application.
UPLOAD P11 FORM. DO NOT UPLOAD YOUR PERSONAL CV.

UNDP will not process applications without a properly uploaded P11 form.