UNDP Jobs - 40962- Administrative Assistant to the Country Director &

Administrative Assistant to the Country Director & Deputy Country Director- Programmes - (Open to Nationals of Zimbabwe only)

Location :

Harare, ZIMBABWE

Type of Contract :

FTA Local

Starting Date :

01-Dec-2013

Application Deadline :

24-Oct-13 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

1 year

Languages Required :

English

Expected Duration of Assignment :

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 Country Director (CD) and the Deputy Country Director – Programmes (DCD-P), the Administrative Assistant ensures effective and efficient functioning of the CD and DCD P’s offices with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Administrative Assistant works in close collaboration with UNDP 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 CD & DCD-P’s office focusing on achievement of the following results:

Maintenance of the CD & DCD-P’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 Management Meeting minutes and other minutes when required;
Assists in the organization of high-level meetings;
Preparation of Office Reports;
Management of CD & DCD-P missions and representation schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of CD & DCD-P for his/her signature and making follow-up when required;
Use of automated office management systems for effective functioning of the CD & DCD-P office.

Ensures provision of effective communications 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 follow up on circulation files;
Facilitation of information sharing between UNCT and the UN Coordination Unit;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CD & DCD-P;
Screening of all incoming calls and correspondence;
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate divisions.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice;
Assists in the organization of Office Retreats;
Assists in the organization of specialized trainings for secretaries;
Assists in the organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values and strategic goals;
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;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
Develops substantive knowledge of one or more Practice Areas;
Promotes a learning environment in the office;
Provides helpful feedback and advice to others in the office.

Development and Operational Effectiveness

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of DRR/PD office, including data/ schedule management, maintenance of protocol, information flow;
Confidentiality;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems;
Strong IT skills;
Ability to provide input to business processes re-engineering, implementation of new systems;
Demonstrates effective communication skills (oral and written) and presentation skills;
High levels of confidentiality;
High levels of understanding protocol procedures and UN/UNDP rule, regulations, policies systems and procedures.

Leadership and Self-Management

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;
Focuses on result for the client and responds positively to feedback and differing points of view;
Solicits feedback from team members about the impact of his/her own behavior;
Effective planning and organizing – effective organizational skills and ability to prioritize work program.

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:

Minimum 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:

English, Shona or Ndebele. Good knowledge of another UN language will be considered an asset.

Application procedure:

Applicants are requested to upload a copy of their latest updated P11 Form instead of a CV which can be downloaded from this website: http://www.sas.undp.org/Documents/P11_Personal_history_form.doc.