Programme Assistant to the Resident Representative (Maternity Cover) at UNDP

Job ID: 32481
Practice Area - Job Family: Management - PROGRAMME
Education & Work Experience: C-HS Graduate or Equivalent - 5 year(s) experience
Grade: G5
Vacancy Type: TA Local
Posting Type: Common System
Contract Duration: 4 months without possibility of renewal

Background

• Under the guidance and direct supervision of the Resident Representative, the Programme Assistant to the Resident Representative ensures effective and efficient functioning of the Resident Representative’s office.
• S/he maintains full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made and undertaking office administration and program support function in the Resident Representative’s office.
• The Programme Assistant works in close collaboration with the Resident Representative’s Front Office, the Programme and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions and agendas.
• The incumbent will approach work with energy and a positive, constructive attitude and display a strong client orientation. As such s/he will display flexibility in performing other emerging tasks assigned by the Resident Representative or supervisor/manager.

Duties and Responsibilities
Summary of Key Functions:

• Ensures effective and efficient functioning of the Resident Representative’s office
• Provision of effective communications and administrative support to the office.
• Facilitation of knowledge building and knowledge sharing

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

• Management of the Resident Representative’s office ensuring an environment of professionalism and teamwork at all times and setting exemplary standards of conduct for the Country Office team.
• Efficient and discreet management of the Resident Representative’s schedule with due regard to a balanced load.
• Organisation of regular and ad-hoc management and staff meetings, preparation and circulation of agendas, preparation of minutes and summaries of actions to be taken, tracking of progress on planned issues and follow-up with focal points.
• Ensure smooth meeting and event management, including relationship management for the Resident Representative’s office.
• Screening of all incoming communications, filter outgoing correspondence for the Resident Representative’s signature, clearance and further action by other staff; wherever possible.
• Adherence to appropriate protocol and correspondence guidelines by the Country Office team when communicating with Government and other external partners.
• Use of automated office management system.

Ensures effective communications and administrative support to the office, focusing on the achievement of the following results:

• Maintenance of the filing system (digital and hardcopy) 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 Programme and Operations Teams.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Resident Representative.
• Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports and minutes of meetings when requested;
• Administration of travel, meetings, appointments and briefings of the Resident Representative, 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
• Conduct of information search and research as required.
• Timely follow up with relevant staff on the preparation of the Resident Representative’s speeches and review before finalization.

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 specialized trainings for team members.
• Organization of trainings to UNDP staff on coordination, administration and protocol issues.

Qualifications, Required Skills and Experience
Education:

• Secondary Education with specialized administration, development and office management.  
• University Degree or equivalent in Social Sciences, Administration, Management, Development or a relevant field would be desirable, but it is not a requirement.

Experience:

• 5 years of progressively responsible secretarial, administrative, international development, programme management experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and handling of web-based management systems.

Language Requirements:

• Fluency (both written and spoken) in English.
• Knowledge of other official UN languages is desirable.

Competencies
Core:

Innovation:

• Ability to make new and useful ideas work.
• Adapts deliverables to meet client needs

Leadership:

• Ability to persuade others to follow.
• Proactively seeks and recognizes contributions of others

People Management:

• Ability to improve performance and satisfaction.
• Appropriately involves team in different stages of work and decision-making

Communication:

• Ability to listen, adapt, persuade and transform .
• Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery:

• Ability to get things done while exercising good judgement.
• Takes responsibility for addressing critical situations and delivering core value

Technical/Functional:
Collaboration and Partnerships:

• Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.
• Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP.
• Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Job Knowledge:

• Ability to demonstrate and apply professional and/or technical expertise/knowledge of the post or discipline.
• Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post. Identifying and seeking to expand knowledge and improve work processes.
• Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Knowledge Management:

• Ability to capture, develop, share and effectively use information and knowledge.

Operational Efficiency:

• Ability to identify and execute opportunities to improve operational efficiency.

Client Orientation:

• Ability to understand and meet or exceed client needs.
• Anticipating and addressing client needs and concerns.
• Developing innovative approaches to meeting client needs.
• Ensuring overall provision of quality services to clients.

Event, Meeting, and Workshop Management:

• Ability to plan and organize events

Report Writing:

• Ability to prepare quality reports / briefs.

Scheduling and Coordination:

• Ability to manage meeting requests and appointments with ease and positivity.