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

The Executive Assistant can supervise the secretarial and clerical staff of the office and the Driver.

• Effective and efficient functioning of the Resident Representative’s Office.
• Effective communications and administrative support to the office
• Support to the substantive and financial management of Sub-regional Office (SRO)’s programmes
• Facilitation of knowledge building and management

Ensures effective and efficient functioning of the RR office focusing on achievement of the following results:

• Manage the front office comprising of the offices of the RR and DRR, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the SRO team;
• Schedule business and social appointments with senior officials.  Arrange official social obligations of the RR and DRR; issue invitations, follow up on acceptance of invitations on their behalf; 
• Manage RR’s and DRR’s missions and representation schedules;
• Arrange regular and ad-hoc meetings; prepare of minutes and summaries of actions to be taken; track progress on planned issues; follow up with focal points;
• Manage the calendars of the RR and DRR, schedule internal and external meetings, receives visitors, some of which are of a high level; place and screen local and international telephone calls and answers queries of a general nature and obtains/provides information in accordance with instructions received from the RR and/or DRR; collect and organise background material and takes minutes and/or notes at meetings, and distribute same;
• Screen all incoming communications, filter outgoing correspondence for supervisors’ signature, clearance and further action by other staff;
• Prepare texts, tables, reports and correspondence including those of a confidential nature. Maintain some confidential reference and working files in RR’s and DRR’s offices; ensure that letters prepared are filed in their respective files with supporting documents where necessary; maintain a filing system to allow for easy retrieval of files;
• Adhere to appropriate protocol and correspondence guidelines by SRO team when communicating with Government and other external partners;
• Search office files and records related to a variety of topics for information and reference for use by the RR and DRR in preparing reports and correspondence;
• Collate briefing booklet for missions undertaken by senior officials from UNDP Headquarters; collate briefing booklet for official missions undertaken by the RR and DRR.
• Prepare Authorization for Travel Outside of the Duty Station for the RR and DRR; prepare and forward Note Verbale to Ministry of Foreign Affairs, Diplomatic Corps and International Organizations, informs staff, UNDP Headquarters as appropriate. Provide support services to the Officer-in-Charge as designated;
• Contact Travel Agency to make reservations for travel primarily for the RR and DRR and other travelers if necessary; process atlas transactions related to the tickets and DSA disbursements.  Contact hotel to make room reservations; liaise with the Finance Unit to ensure that DSA is processed in advance of travel.  Prepare F10 claim and submit with supporting bills to Finance Unit for settlement of claim.
• Assist the RR in preparing and submitting VAT return claims to the Barbados Revenue Authority for reimbursement;
• Perform leave monitoring for the front office staff in coordination with the Human Resources team.
• Jointly supervise with the Operations Manager the Driver on daily requirements for the front office;
• Support Finance Unit with Bank Reconciliation for the accounts managed by the Office.

Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

• Maintain the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
• Coordinate the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
• Draft correspondence on routine matters, in conformity with established procedures and for accuracy of statements before being signed; draft correspondence, proof read, and ensure spelling, punctuation, format and file symbols are correct; prepare for signature, checking enclosures and addresses and ensure expeditious dispatch; maintain follow-up system as instructed;
• Maintain updated lists of addresses, telephone and facsimile numbers and email addresses of members of the diplomatic corps, international organizations and Government authorities in Barbados and the OECS.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the RR and the DRR.
• Take initiative to handle routine matters in close consultation with the DRR.

Provides support to substantive and financial management of the SRO programmes, focusing on achievement of the following results:

• Support preparation of draft project documents, work plans, budgets, proposals on implementation the of the SRO engagements.
• Enter projects into Atlas, prepare budget revisions if required;
• Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports.

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 administrative and clerical personnel.
• Organization of trainings for UNDP staff on coordination, administration and protocol issues.

Other related tasks that may be required.

Education: Secondary Education with specialized secretarial training or office management.

Experience: 6 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.

Language Requirements: Proficiency in English. Working knowledge of other UN language would be an asset.

Other: Non-Smoking environment

Important applicant information

All posts in the TA 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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