UNDP Jobs - 59809- Re-advertisement -Executive Assistant (to CD)

Re-advertisement -Executive Assistant (to CD) - (Open to Tunisian Nationals Only)

Location :

Tunis, TUNISIA

Type of Contract :

FTA Local

Starting Date :

01-Dec-2015

Application Deadline :

12-Nov-15 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

More than a 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, the Executive Assistant ensures effective and efficient functioning of the Country Director’s 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 Executive Assistant works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on agendas.

The Executive Assistant may assist in coordinating work for clerical staff of the office, if required.

Duties and Responsibilities

Summary of key functions:

Effective and efficient functioning of the Country Director’s office;
Effective communications and administrative support to the office;
Facilitation of knowledge building and management.

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

Management of the Country Director’s 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 Country Director’s schedules;
Administration of travel, meetings, appointments and briefings of Country Director; including drafting of background notes, as required;
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;
Welcome visitors.

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 Programme and Operations Units;
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;
Maintenance of telephone lists and lists for security purposes;
Support to organization of advocacy events; if required;
Order office supplies for CD and the office;
Assistance with leave monitoring in collaboration with HR, if required;
Coordinate and manage transportation and meetings schedule;
Performs micro-purchasing in collaboration with procurement, as required.

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

Participates in relevant trainings for staff;
Contributes to knowledge networks and communities of practice Undertakes other job related duties, as assigned.

Impact of results

The key results have an impact on the efficiency of the Country Director’s office. 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;
Demonstrate corporate knowledge and sound judgment.

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;
Self-development, initiative-taking.

Development and Operational Effectiveness:

Understands the main processes and methods of work regarding to the position;
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;
Exert the utmost discretion and confidentiality in the handling of sensitive information;
Organizes and prioritizes work schedule to meet client needs and deadlines;
Demonstrates good knowledge of information technology and applies it in work assignments;
Demonstrates ability to identify problems and proposes solutions.

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;
Acting as a team player and facilitating team work.

Required Skills and Experience

Education:

Secondary Education with specialized secretarial training or office management.

Experience:

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:

Proficiency in English and Arabic required.

Application:

Interested and qualified candidates should apply on-line through the UNDP Job site at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ and please ensure to fill in and upload Personal History Form - P.11 which is available at http://www.ly.undp.org/content/libya/en/home/operations/jobs/ in the relevant field of the on-line application;
Incomplete applications or applications received after the closing date will not be given consideration. Please note that only applications that are short-listed will be contacted;
Please combine all your documents into one (1) single PDF document as the system only allows to upload maximum one document.