Recrutement de 01 Executive Assistant

Recrutement de 01 Executive Assistant
Niveau d'études: Bac
Expérience: 2 ans
Expire le: 19-11-2023

PNUD

Juba, South Sudan
Executive Assistant

Juba, South Sudan

Job Identification
14563

Locations
Juba, South Sudan

Posting Date
11/06/2023, 10:04 AM

Apply Before
11/19/2023, 10:04 AM

Job Schedule
Full time

Agency
UNDP

Grade
G5

Vacancy Type
Fixed Term

Practice Area
Crisis management / Country Management Support

Bureau
Regional Bureau for Africa

Education & Work Experience
High School certificate

Job Description
Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Under the guidance and direct supervision of the Resident Representative (Ops & Prog), the Executive Assistant ensures effective and efficient functioning of the RR(Ops & Prog) 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 to the RR(Ops & Prog) works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Ensures effective and efficient functioning of the RR(Ops & Prog) office focusing on achievement of the following results:

Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Maintenance of protocol procedures.
Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.
Preparation of informal translations.
Management of RR(Ops & Prog) missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of RR for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the RR office.
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 office, follow up on circulation files.
Facilitation of information sharing between UNCT and the UN Coordination Unit.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR(Ops & Prog).
Screening of all incoming calls and correspondence.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

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 secretaries.
Organization of trainings to UN staff on coordination, administration, and protocol issues.
Facilitation of knowledge building and knowledge sharing

Participation in the training for the operations/projects staff on administration.
Knowledge building and sharing and sound contributions to UNDP knowledge networks and communities of practice.
Competencies

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies
Thematic Area Name Definition
Administration & Operations ERP travel and expense module Knowledge of the ERP Travel and Expense Module, ability to provide help desk support to UNDP and other UN agencies.
Administration & Operations Travel policy and procedures Knowledge of travel policy and procedures, ability to interpret travel policy, the staff rules, administrative circulars and financial regulations and rules on travel-related matters.
Administration & Operations UN travel documents Knowledge of regulatory frameworks and processed related to UN travel documents.
Business Management Communication Ability to communicate in a clear, concise, and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Business Management Customer Satisfaction/Client Management
Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
Provide inputs to the development of customer service strategy.
Ability to anticipate client's upcoming needs and concerns

Business Direction & Strategy Effective Decision Making Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources

Required Skills and Experience

Education:
Secondary education with at least 5 years of experience in travel services, organization of events, administrative services, or finance
A bachelor’s degree in administration, Hospitality, Tourism Management, or related field with at least 2 years of relevant experience will be given due consideration.

Experience:
Minimum of 5 years of relevant experience with Secondary education (or 2 years with bachelor’s degree) in travel services, organization of events, administrative services, or finance.
Administration and travel systems and applications experience.
Experience in organizing high level international events is an asset.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and experience in handling of web-based management systems.
Fluency in written and spoken English.
Proficiency in other UN languages is an asset.
Experience with UNDP policies, procedures, and practices particularly in relation to project management
Working experience in an international organization is an advantage.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)


Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.


UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.