Duties and Responsibilities

Ensures effective and efficient functioning the office of the Deputy Resident Representative (P) focusing on achievement of the following results:

• Maintenance of the supervisors’ calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, and/or taking minutes;
• Maintenance of protocol procedures, ensuring a well-functioning office including managing all incoming correspondence, screening and sorting, ensuring proper review by the DCD/P;
• Preparation of high-quality briefing materials for supervisors for appointments, meetings, missions; uses discretion, and at times in consultation with the DRR/P and/or colleagues to resolve issues and to keep scheduling conflicts to a minimum;
• Effectively works with the CO team, the UNCT and partners and other stakeholders in ensuring representation at key functions on behalf of the RR when designated and delegated.
• Preparation of informal translations from the local language to English or other language;
• Management of the Deputy Resident Representative (P) missions and programme schedules in collaboration with the CO’s units
• Maintenance of rosters of high-level partners, telephone lists in electronic and hard copy;
• Preparation of correspondence, directives, comments on behalf of Deputy Resident Representative (P) for their signature and making follow-up when required;
• Use of automated office management systems for effective functioning of the office of the Deputy Resident Representative (P).

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 Programme Unit, and with other units in the office, follow-up on circulation files as appropriate;
• Manages the flow of visitors and telephone traffic ensuring that these are well planned and executed involving responding, directing and monitoring quality control in line with corporate operating standards;
• Manages the flow of electronic and paper mail effectively prioritized and managed including follow-up on deadlines, actions and commitments covering a wide range of areas;
• Facilitates information sharing between all Units, UNDP Projects, and Agencies;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Deputy Resident Representative (P);
• Screens all incoming calls and correspondence;
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisors’ offices and subordinate divisions;
• Participates in substantial meetings organised by the supervisor and preparation of reports.

Provides support to the Deputy Resident Representative (P) in Programme and M&E coordination, focusing on achievement of the following results:

• The Administrative Assistant compiles regular reports (pie charts, graphs, etc.) on the overall programme/operations delivery and resource allocation to be used at programme meetings/annual review meetings, etc.;
• The Administrative Assistant works with the DRR/P to schedule regular/monthly programme meetings, records proceedings and follows up on key action points working through and with relevant programmed focal points;
• Supports the DRR/P in tracking programme delivery, working through and with the Partnerships Development and Results Management (PDRM) Hub in facilitating the convening of weekly delivery meetings and ensures follow-up action by relevant colleagues;
• Works with pogramme and operations teams in ensuring Atlas Programme Management actions are in implemented, keeping the DRR/P informed.

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

• Liaises with relevant CO teams in ensuring that relevant documentation and briefings are available well in advance for review prior to meetings involving the DRR/P;
• Works with the Executive Team (RR & DRRs) in ensuring a well-functioning front Office, including by providing substantive input in fully utilizing the ERP systems for business processes and work-flows which should help to ensure quality and timeliness minimizing errors as much as possible;
• Sound contributions to knowledge networks and communities of practice;
• Supports the the Executive Associate to the RR in the organization of specialized trainings for secretaries;
• Actively participates 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;
• 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 specialized activities aimed at effective and efficient functioning of DRR-P 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 and some Information Management training; University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

• 5 years (2 years Bachelor’s Degree) of progressively responsible secretarial, administrative, programme experience is required. Excellent skills of word processing, data processing using office software packages (MS Word, Excel, PowerPoint, Programme Manager etc), experience in handling of web-based management systems.

Language Requirements:

• Fluency in English and national language of the duty station.