Programme Assistant (to the Country Director and Deputy Country Director-Programmes)


Location : Abuja, NIGERIA
Application Deadline :22-Oct-14 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :
English  
Duration of Initial Contract :Initial duration of one year

Background

Under the guidance and direct supervision of the Country Director, the Programme Assistant ensures effective and efficient functioning of the Country Director’s and Deputy Country Director (Programmes) offices, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Programme Assistant works in close collaboration with Front Office, Programme, Business Development and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.


Duties and Responsibilities

Summary of key functions:

  •     Effective and efficient functioning of the Country Director’s and Deputy Country Director (Programmes) offices.
  •     Effective communications and administrative support to the office.
  •     Facilitation of knowledge building and management

Ensures effective and efficient functioning of the Country Director’s and Deputy Country Director (Programmes) office focusing on achievement of the following results:

  • Management of the office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
  • Efficient and discreet management of  the 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 CO team when communicating with Government and other external partners;
  • Use of automated office management system

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

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 UNDP staff on coordination, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the Country Director’s and Deputy Country Director (Programmes) offices.  Accurate analysis and presentation of information strengthens the capacity of the Country Director’s office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.


Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP’s mission, vision and values.
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

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

Development and Operational Effectiveness

  • Ability to perform a broad range of activities aimed at effective and efficient functioning of Country Director’s 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

Leadership and Self-Management

  •  Focuses on result for the client and responds positively to feedback
  •  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

 


Required Skills and Experience

Education:

  • Secondary Education with specialized secretarial training or office management. Diploma or University Degree would be desirable, but not a requirement.

Experience:

  • At least 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:

  •     Fluency in written and spoken English is required.

United Nations Considerations:

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

No fee:

The United Nations does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicant's bank accounts.


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 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.


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