Antecedentes

Under the guidance and direct supervision of the Head of the Country Office, UN Environment India, 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 Partners, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Deberes y responsabilidades

• Draft general or administrative correspondence on own initiative or on the basis of instructions; finalize correspondence/reports for signature/clearance.
• Provide background information for appointments with official visitors and/or staff members.
• Verify that outgoing correspondence is presented in accordance with UN Environment and department styles and checking language, grammar and accuracy prior to submitting for signature and clearance.
• Analyze incoming correspondence and requests in the light of background material, instructions, policies and precedents, researching, obtaining and attaching background information in anticipation of the responsible officer's needs, or redirecting them as appropriate; identify and highlight incoming documents and attach background information and identify areas requiring action by professional staff, drawing their attention to specific items.
• Ensure that technical reports and documents are in line with UN Environment standards, rules, practices and procedures, editing and correcting them as necessary prior to their submission for signature or clearance of relevant authority.
• Using appropriate tracking tools, follow-up on and ensure that target dates and deadlines are met, and that correspondence and queries are responded to in a timely manner.
• Initiate contracts for consultants, Agreements for Performance of Work (APW), Technical Services Agreements (TSA), and General External Services requests (GES). Monitor and record receipt of deliverables, and initiate and monitor payments as needed.
• Initiate requisitions for goods procurement, and monitor and receipt of deliverables.
• In close collaboration with other support staff, create and/or maintain filing systems; continual review of filing system to ensure information is up to date and effectively and efficiently used.
• Obtain documents and information from in-house and external sources as required; perform information searches (library, internet) as requested.
• Arrange, coordinate and lead administrative preparation for meetings, seminars, workshops, including letters of invitation, costs calculation and travel requests; assisting with preparation of documents, dispatching of materials and liaising with participants and others involved.
• Prepare presentations using PowerPoint and other software packages on own initiative or on the basis of instructions.
• Schedule weekly team and ad hoc meetings, according to schedules and need; taking and preparation of minutes.
• Perform other related duties as required or instructed, including provision of support to other areas of work and teams within the department, as required.

Competencias

Functional Competencies:

• Good Knowledge of UN Environment’s Rules, Regulations and Administrative Procedures;
• Good knowledge of use of application of microcomputer and softwares;
• Ability to initiate and draft reports, correspondence concisely and clearly;
• Ability to make good working relationships with Government Officials and staff of other UN agencies;
• Knowledge of financial policies and practices;
• Ability to perform a broad range of activities aimed at effective and efficient functioning of UN Environment’s office, including data/ schedule management, maintenance of protocol, information flow;
• Confidentiality .

Corporate Competencies:

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

Habilidades y experiencia requeridas

Academic  Qualification:

• University degree in the area of social development , partnerships, administration or environmental communications. 

Professional Experience:

• 3 to 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:

• Fluent in English and Hindi. 

Payment Schedule:

• Payment would be done monthly for the actual days worked on submission of progress report to be certified by supervisor.

Documents to be submitted by Consultants:

• Updated CV with contact details of 3 references;
• Financial Proposal indicating all-inclusive per day consultancy rate. Prior approved travel expenses, if any, will be reimbursed as per actuals in line with UNDP rules.

Evaluation Criteria

The award of the contract shall be made to the individual consultant whose offer has been evaluated and determined as response and having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

Technical Criteria weight - 70%.

Financial Criteria weight - 30%.

Only candidates obtaining a minimum of 49 points (70% of the total technical points) would be considered for the financial evaluation.

Criteria for Technical Evaluation:

• Educational Qualification - 20 Marks
• Relevant Experience - 50 Marks

Notes:

• Any kind of miscellaneous charges i.e. internet, phone etc. would not be reimbursed; Tickets will be issued considering the most direct and economical option and Consultants are not eligible for DSA;
• Individuals working with institutions may also apply, contract would be issued in the name of institution for the specific services of individual;
• Please note proposals without financial proposal will not be considered;
• CV and Financial proposal have to be  clubbed in one file for uploading. Complete  Proposal has to be sent online only.

For any clarification please write to ic.india@undp.org