Background

Under the overall guidance and supervision of the DRR (P), the Programme Assistant ensures the effective functioning of the DRR (P) office, fully confidentiality in all aspects of assignments, maintenance of protocol procedures, management of information flow and follow up on deadlines and commitment made.

The Programme Assistant will liaise with other clerical and support staff of Country Office, especially the Programme Unit. The Programme Assistant will also work in collaboration with the Operations Units, and UNDP supported projects’ staff, as well as the staff in UNDP HQs and other CO(s) as required for resolving complex finance-related issues and exchange of information.

Duties and Responsibilities

• Support to DRR (P) activities
• Administrative support to the UNDP country office, its Directorate in particular
• Facilitation of knowledge management

• Draft correspondence relating to programme area; clarifies, follows up, responds to request for information; complies and researches background material for use in discussions and briefing sessions
• Assists in compilation, analysis of information, data and statistics on projects and in the programme area
• Arranges appointments and maintains calendar for the Deputy Resident Representative/Programme; receives high-ranking visitors. Arranges meetings with high-ranking officials and arranges official receptions given by the DRR/P
• Prepares briefing materials for supervisor for use on official trips or special meetings. Participates in the organization and preparation of staff meetings and takes notes. Also prepares informal translations or may acts as interpreter
• Receives, screens, logs and routes correspondence. Attaches necessary background information and maintains follow up
• Make travel arrangements for DRR/P and performs liaison duties with other management staff and CO units
• Maintain leave records and travel plans of DRR/P

• Draft non-substantive correspondence. Maintain policy, confidential and general management files
• Keeps lists of names, addresses and telephone numbers of ministers, government officials and members of the diplomatic corporate
• Provide administrative support to the Chief Resident Economist of the Country office
• Act as the Assistant to RC/RR in her/his absence and provide necessary back-stopping services to RC/RR

• Participation in the trainings for the operations/ projects staff on programme
• Contributions to knowledge networks and communities of practices
• Briefs and trains secretaries and gives guidance to other secretaries on office procedures.

Competencies

• Demonstrates commitment to UNDP’s mission, vision and values
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
• Treat all people respectfully and fairly without favoritism
• Demonstrate high integrity

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills
• Provide helpful feedback and advice to others in the office
• Willing to learn and share good practices and lessons learnt
• Basic knowledge about the UN/UNDP would facilitate the adaptation to the work environment

• Able to perform a variety of specialized tasks related including administrative support,  managing data, schedule management, maintenance of protocol, screening and collecting of programme/projects documentation, reporting and so on
• Demonstrate excellent organizational skills
• Able to provide input to business processes re-engineering, implementation of new system, including new IT based systems
• Able to analyse problems carefully and logically
• Able to handle information and documents with effectiveness and confidentiality
• Develop and enhance understanding about UN/UNDP systems, procedures and programme activities
• Multi tasking and ability to work under stress

• Focuses on result for the client and responds positively to feedback
• Exercise sound judgment, tact and diplomacy
• Be pro-active and demonstrate initiative, and be able to work independently as well as in a team
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities
• Focus on results for clients, and respond positively to feedback
• Able to prioritize conflicting tasks depending upon urgency and importance
• Willing to take on added responsibility and to build team morale and consensus

• Demonstrate strong written and oral communications skills and interpersonal skills in dealing with colleagues, stakeholders and client. Writes and speaks English and Lao clearly
• Capacity to maintain good contacts at all levels
• Listens actively, acknowledging and responding constructively to other points of view.

Required Skills and Experience

• Post Secondary Education preferably with specialized certification/diploma in Business Administration

• At least 5 years of experience in high level secretarial position or relevant administrative experience is required at the national or international level.
• Experience in utilizing computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems
• Good communications and drafting skills
• Experience in working in a multi-national setting(s) with people from different cultural backgrounds in an asset

• Good written and spoken communication in both English and Lao.