UNWOMEN - Assistant/e Exécutive



Advertised on behalf of :

Location : Rabat, MOROCCO
Application Deadline :10-Jan-13 (Midnight New York, USA)
Additional Category :Gender Equality
Type of Contract :Service Contract
Post Level :SB-3
Languages Required :
Arabic   English   French  
Starting Date :
(date when the selected candidate is expected to start)
04-Mar-2013
Duration of Initial Contract :Une année
Expected Duration of Assignment :Renouvelable sur une base annuelle

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 overall guidance and supervision of the UN Women Representative, the Executive Assistant assists in the overall management of administrative services, administers and executes processes and transactions ensuring high quality and accuracy of work. He/she promotes a client, quality and results-oriented approach.

The Executive Assistant works in close collaboration with the Programmes and Operations in the MCO, Country Offices and with UN Women HQs as required for resolving complex Administrative-related issues and exchange of information. He/She takes a client-oriented approach to interaction with external and internal stakeholders.


Duties and Responsibilities

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

• Management of Representative’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the SRO team;
• Efficient and discreet management of the Representative’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 MCO team when communicating with Government and other external partners;
• Maintenance of rosters of high-level partners, telephone lists
• Ensures optimal communication flows between the Representative and the MCO staff, between the Representative and the UNCT members, as well as with other counterparts through effective use of all communication media: written, electronic and verbal
• Liaises and follows up with the UN Women Staff, Representative and the Representatives of other agencies
• Use of automated office management system

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

• Management of Representative’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the SRO team;
• Efficient and discreet management of the Representative’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 MCO team when communicating with Government and other external partners;
• Maintenance of rosters of high-level partners, telephone lists
• Ensures optimal communication flows between the Representative and the MCO staff, between the Representative and the UNCT members, as well as with other counterparts through effective use of all communication media: written, electronic and verbal
• Liaises and follows up with the UN Women Staff, Representative and the Representatives of other agencies
• Use of automated office management system

3. 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.
• Administration of travel, meetings, appointments and briefings of Representative. Including drafting of background notes.
• 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 Representative.
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
• 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

4. Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results:

• Provision of efficient general reception and information services.
• Screening of all incoming calls and correspondence
• Provision of reliable registry services.

5. 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 UN Women staff on coordination, administration and protocol issues.


Competencies

Competencies


Required Skills and Experience

Education: Secondary education. Certification in administration desirable. University Degree in
Business or Public Administration desirable, but it is not a requirement.

Experience: 3 years of relevant experience in administration or programme support service.
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 English, French and Arabic.

Application

The interested candidates should apply "online" and are asked to fill and attach the P11-SC Form. This can be downloaded from the UNDP website under « Opportunités d’Emplois/Appels d’Offres ».

Any application received by other ways will be rejected. The deadline for submission of the applications is 10/01/2013



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