Duties and Responsibilities
1) Ensures effective and efficient functioning of the UNDP front 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 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.
2) 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;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR;
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.
3) Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Training and mentoring of the DRR Executive Assistant;
Sound contributions to knowledge networks and communities of practice;
Organization of specialized trainings for secretaries;
Organization of trainings for UN staff on coordination, administration and protocol issues.
Required Skills and Experience
Secondary Education or bachelor’s degree a related field;
Specialized secretarial training required.
6 years of relevant experience with Secondary Education or 3 years of relevant experience with bachelor’s degree;
Experience in 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.).
Proficiency in English. Working knowledge of other UN language desirable.
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