Виконавчий Помічник (Executive Associate to Resident Representative and Deputy Resident Representative)
ЗАВЕРШЕНО
Agency: UNDP
Job Title: Executive Associate to Resident Representative and Deputy Resident Representative
Practice area – Job Family: Management
Vacancy End Date: 28/05/2019
Duty Station: Kyiv, Ukraine
Education & Work Experience: G-Bachelor’s Level Degree – 3 year(s) experience, H-Some Graduate School – 6 year(s) experience
Languges Required: English, Russian, Ukrainian
Grade Level: G6
Vacancy Type: TA Local
Posting Type: External
Contract Duration: 364 days
Background
Under the guidance and direct supervision of the Resident Representative and Deputy Resident Representative (RR/DRR), the Executive Associate to RR/DRR ensures effective and efficient functioning of the 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 Associate to RR/DRR works in close collaboration with the Programme and Operations, UN Resident Coordinator’s Office and 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/DRR 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/DRR missions and representation schedule;
- Maintenance of rosters of high-level partners, telephone lists;
- Preparation of correspondence, directives, comments on behalf of RR/DRR for his/her signature and making follow-up when required;
- Use of automated office management systems for effective functioning of the RR/DRR 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;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR and DRR.
- 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;
- Establishes excellent network and partnerships with peers in the UNDP, UN and other diplomatic missions.
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 UNDP staff on coordination, administration and protocol issues.
Competencies
Core:
Innovation:
Ability to make new and useful ideas work.
Leadership:
Ability to persuade others to follow.
People Management:
Ability to improve performance and satisfaction
Communication:
Ability to listen, adapt, persuade and transform
Delivery:
Ability to get things done while exercising good judgement
Technical/Functional:
Partnerships:
Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships.
Knowledge Management:
Ability to capture, develop, share and effectively use information and knowledge.
Organisational Development:
Knowledge of organizational development concepts, issues and principles and the ability to apply them to strategic and/or practical situation.
Internal Reporting and Accountability:
Ability to create internal reporting and accountability processes and standards.
Team building:
Ability to work effectively with diverse groups of professionals towards common goals.
Results-based Management:
Ability to manage programmes and projects with a strategy aimed at improved performance and demonstrable results
Required Skills and Experience
Education:
- Secondary Education with specialized executive assistant training. University Degree would be desirable, but it is not a requirement.
Experience:
- 6 years (with Secondary education) or 3 years (with Bachelor degree) 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:
- Fluency in English, Ukrainian and Russian languages
Disclaimer
Important applicant information
All posts in the GS/NO categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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Application Instruction:
If you wish to apply for this or other positions, please visit UNDP website, section jobs and apply only.
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