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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
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • ADMINISTRATIVE
  • Closing Date: Closed

Background

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Assistant ensures effective and efficient functioning of the office of the Resident Representative and Deputy Resident Representative (DRR), and ensures 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 works in close collaboration with programme and operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
 

Duties and Responsibilities

Summary of key functions:
  • 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 effective and efficient functioning of the RR and DRR’s office, focusing on achievement of the following results:
  • 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.
Ensures provision of effective communications and administrative 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 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
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 trainings for UNDP staff on coordination, administration and protocol  issues.
 

Competencies

Functional Competencies:   
 
Building Strategic Partnerships 
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
 
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
 
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
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
Demonstrates good knowledge of information technology and applies it in work assignments
 
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions 
 
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems
 
Client Orientation
Level 1.1:  Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
 
Promoting Accountability and Results-Based Management
Level 1.1:  Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
 
Core 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.

Scam warning

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This vacancy is now closed.
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