UNDP Jobs - 51143- UNOCHA- Admin /Executive Associate

UNOCHA- Admin /Executive Associate - (UN COMMON SYSTEM and Turkish Nationals Only)

Location :

Gaziantep, TURKEY

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

09-Nov-14 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

Languages Required :

English

Expected Duration of Assignment :

One year with possibility of extension

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

Under the guidance and direct supervision of the Administrative Officer, the Admin /Executive Associate to Head of Office ensures effective and efficient functioning of the Admin Unit and the Head of 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 Admin / Executive Associate to HoO works in close collaboration with UNOCHA staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Ensures effective and efficient functioning of the Head of office focusing on achievement of the following results:

Maintenance of the supervisor’s 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 supervisor for appointments, meetings, missions.
Preparation of informal translations.
Management of HoO missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of HoO for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the Head of office.

Ensures provision of effective communications and admin 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, follow up on circulation files.
Responsible for travel of staff which includes preparing the Travel Authority and settlement of F-10 claim.
Support the admin activities of the Admin Unit
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to HoO.
Screening of all incoming calls and correspondence.
Support to fill in the absence of admin colleagues.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3. 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 specialized trainings for secretaries.

Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies

Impact of Results

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

Functional Competencies:

• Planning & Organizing – Ability to coordinate the work of others, work to tight deadlines and handle multiple concurrent projects/activities.

• Client orientation – Ability to identify client’s needs and match them to appropriate solutions; ability to establish and maintain effective and productive partnerships with clients by gaining their trust and respect; capacity to keep clients informed of [progress or setbacks in ongoing projects. Ability to monitor ongoing developments inside and outside the clients’’ environment to keep informed and anticipate potential problems.

• Teamwork – Excellent interpersonal skills, including ability to operate effectively across organizational boundaries; ability to establish and maintain effective partnerships and working relations in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

Required Skills and Experience

Education:

Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. UN Admin / Executive experience required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) required.

Language Requirements:

Excellent working knowledge of Turkish and English required.