UN Coordination Administrative Assistant

Panamá

Organization: UNDP - United Nations Development Programme
Location: Panamá
Grade: Administrative support - SB-2 (SC3/SC4), Service Contract, Local Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Development Cooperation and Sustainable Development Goals
- Administrative support
- UN Coordination
- Managerial positions
- UN COORDINATION AND ADMINISTRATIVE ASSISTANT
Closing Date: Closed

Background

Under the overall guidance of the UN Resident Coordinator (RC) and supporting Programme and/or Coordination Analyst(s). The UN Coordination Administrative Assistant will provide administrative support and assistance in the execution of duties, drafting correspondence and preparing presentation. As well as executing services in the UN Resident Coordinator's Office by planning and organizing tasks, logistics and communications activities related to the UN Resident Coordinator's work, UN events and missions. The UN Coordination Administrative Assistant will also provide inputs to the preparation of country programming products including the Common Country Assessment (CCA) and the implementation of the UN Strategic Partnership Framework and Plan for Bahrain. As well as supporting the reporting on different initiatives and activities, in addition to the development of national strategies, joint programmes towards the Sustainable Development Goals (SDGs) and the UN reform.

The UN Coordination Administrative Assistant works in close collaboration with the operations and programme teams of UNDP and UN Agencies, Programmes and Funds covering Bahrain.

Duties and Responsibilities

Supports preparation and implementation of the RC work focusing on the achievement of the following results:

Preparation of minutes of meetings and relative correspondence
Drafting of letters and emails, correspondence, Note Verbal, speeches and press releases; and preparing presentations using MS power point or Prezi.
Arrangement of logistical and physical arrangements related to the functioning of the UN (and other) committees, including, but not limited to reservations of conference rooms, refreshments and technical facilities.
Administrative Support to the technical and logistical components to missions of UN Agencies, Programmes and Funds without field representation.
Ensuring the implementation of the RC protocol in events.
Research and preparation of inputs for the RC work plan and reports.
Support the secretarial and logistical tasks to the RC and for UN Country Team, including meetings, workshops, UN Retreats and others.
Administrative Support to the Coordination Office and the RC in both his Designated Official as well as RC capacities.
Administrative support to Programme and/or Coordination Analyst(s) in the RC office as well as to affiliated consultants.
Preparation of meeting invitations and background documents; and organization of agendas, documents and minutes of meetings.
Assist in maintaining the matrix of committee decisions, while keeping track of deadlines and actions to be taken.

Supports effective advocacy of UN activities in close consultation with the information /communication focal points of UN Bahrain:

Assist in preparing and implementing internal and external communications and advocacy messages as needed.
Assist in developing and maintaining the one UN website, and UN Social Media channel.
Assist in drafting periodic newsletters for internal and external audiences.
Arrangement of regular forums and events on issues related to UN activities with segments of Bahraini society.

Ensures facilitation of knowledge building and management

Clipping of diverse national news outlets on news related to the UN.

Ensures effective support to UN Country Team in preparation and implementation of country programming processes and products, namely the UN Strategic Partnership Framework:

Assist in coordinating and participating in the work of the Strategic Partnership Framework thematic group activities.
Assist in facilitating the implementation of the UN Country Team activities and operations.
Support advocacy activities through ongoing mechanism.

Provides support to the implementation of the resource mobilization strategy focusing on achievement of the following results:

Research of information on possible resources.
Identification and preparation of reports on mobilized resources for the UN Strategic Partnership Framework implementation.

Competencies

Core Competencies:

Demonstrates/safeguards ethics and integrity.
Demonstrates corporate knowledge and sound judgment.
Self-development, initiative-taking.
Acts as a team player and facilitates the team work.
Facilitates and encourages open communication in the team, while communicating effectively.
Manages conflict.
Learns and shares knowledge and encourage the learning of others.
Promotes learning and knowledge management/sharing, as it is the responsibility of each staff member.
Provides clear and transparent information to the decision making of the management team.

Functional Competencies:

Maintains databases of UN Agencies, Programmes and Funds information.
Records information on contributions/funding in a timely, organized and accessible manner.
Maintains a network of contacts in the media and civil society, for use in UN’s advocacy efforts.

Promoting Organizational Learning and Knowledge Sharing:

Responds positively to new approaches;
Researches best practices as well as poses new and more effective ways of doing things;
Identifies innovative strategies and new approaches.

Job Knowledge/Technical Expertise:

Understands the main processes and methods of work regarding to the position.
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks.
Strives to keep job knowledge up-to-date through self-directed study and other means of learning.

Client Orientation/Communication:

Reverts to internal and external parties in a timely and appropriate manner.
Organizes and prioritizes work schedule to meet partners needs and deadlines;
Establishes, builds and sustains effective relationships within the work unit and with internal and external partners.
Responds promptly to counterparts inquires.
Excellent communication skills (oral and writing).

Required Skills and Experience

Education:	Secondary Education is required; University Degree preferably in English Language, Administration, Economics, Social Sciences, International Relations, Political Sciences or any related field is an advantage.
Experience:	2 years (with Bachelor’s degree) or 3 years (with High school degree) of administrative experience are required. Good English minutes taker and report writing skills. At least 2 years of progressively responsible administrative experience is required at the national level. Experience in utilizing MS Word to draft correspondence, preparing presentations using MS Power Point or Prezi, drafting letters, speeches and press releases is required. Experience in managing social media and web-based management systems is an asset. Work experience in international organizations would be an asset. Advanced knowledge of spreadsheet and database packages is an advantage.
Language Requirements:	Fluency in English. Arabic is an advantage.
Bahraini & non-Bahraini:	Bahrainis and non-Bahrainis may apply.
Additional Requirements:	Final short-listed candidates will have to go through a Test and an Interview.
*The United Nations is an equal opportunities employer and is committed to promoting a diverse workplace.

Disclaimer

Full Terms of Reference and details may be downloaded from: http://www.bh.undp.org/content/bahrain/en/home/operations/jobs

Interested and qualified candidates are required to create a personal profile through the link provided above and to attach the CV and an application letter for the job; noting that only electronic applications submitted through the website will be considered, no later than 28^th February 2018 to be considered.

Applications that do not meet job requirements will NOT be considered.

The Office of the UN Resident Coordinator in the Kingdom of Bahrain is an employer committed to gender equality and to providing equal opportunities for all.

This vacancy is now closed.
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