Executive Assistant
Minsk
- Organization: UNDP - United Nations Development Programme
- Location: Minsk
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
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Occupational Groups:
- Operations and Administrations
- Administrative support
- ADMINISTRATIVE
- Closing Date: Closed
Background
Duties and Responsibilities
- Effective and efficient functioning of the RR and DRR’s office
- Effective communications and administrative support to the office
- Facilitation of knowledge building and management
- Ensures an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
- Management of RR and DRR’s missions and schedules;
- Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
- Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
- Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
- Updating the parties concerned on RR a.i. and DRR a.i. arrangements.
- Maintenance of the filing system 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 Business Development, Programme and Operations Teams;
- Updating the contact list of staff, keeping the database of contacts of partners;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports;
- Draft routine correspondence, interoffice circulars, general briefing notes, documents,reports, and minutes of meetings when requested, translations when required;
- Administration of travel, meetings, appointments and briefings of RR and DRR, 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
- Sound contributions to knowledge networks and communities of practice.
- Organization of trainings for UNDP staff on coordination, administration and protocol issues.
Competencies
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Required Skills and Experience
- Bachelor Degree and 2 years 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.
- Fluency in English and Russian. Knowledge of Belarusian is an asset.
Disclaimer
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
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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