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Intern - Executive Assistant

Banjul (Gambia the)

  • Organization: UNDP - United Nations Development Programme
  • Location: Banjul (Gambia the)
  • Grade: Administrative Services and Support - Generally no need for Higher Education - Administrative support
  • Occupational Groups:
    • Administrative support
  • Closing Date: 2020-11-24

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Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. 

Duties and Responsibilities

Summary of key functions:

  1. Support effective and efficient functioning of the Country Director’s office
  2. Effective communications and administrative support to the office
  3. Support facilitation of knowledge building and management

                                                                                                                                           Specifically, the Executive Associate will focus on achievement of the following, supporting;

  1. The Management of the RR’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
  2. Efficient and discreet management of the RR and DRR’s schedules
  3. 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.
  4. Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
  5. Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
  6. Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
  7. Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
  8. Facilitation of information sharing with Management Support and Business Development, Programme and Operations Teams.
  9. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to management.
  10. Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
  1. Administration of travel, meetings, appointments and briefings of management. Including drafting of background notes.
  2. Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
  3. Support to organization of advocacy events if required
  4. Sound contributions to knowledge networks and communities of practice.

 

Competencies

Functional Competencies:          

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

q  Analyzes general information and selects materials in support of Procurement initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

q  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

q  Understands the main processes and methods of work regarding to the position

q  Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

q  Strives to keep job knowledge up-to-date through self-directed study and other means of learning

q  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

q  Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

q  Uses information/databases/other management systems

Client Orientation

Level 1.1:  Maintains effective client relationships

q  Reports to internal and external clients in a timely and appropriate fashion

q  Organizes and prioritizes work schedule to meet client needs and deadlines

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

q  Gathers and disseminates information on best practice in accountability and results-based management systems

Core Competencies:

q  Demonstrating/safeguarding ethics and integrity  

q  Demonstrate corporate knowledge and sound judgment

q  Self-development, initiative-taking

q  Acting as a team player and facilitating team work

q  Facilitating and encouraging open communication in the team, communicating effectively

q  Creating synergies through self-control

q  Managing conflict

q  Learning and sharing knowledge and encourage the learning of others.

Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making

Required Skills and Experience

 

Education:

Applicants must at the time of application meet one of the following requirements: 

  • be enrolled in a second university degree programme (Master Degree) 
  • be enrolled in the final academic year of a first university degree programme (Bachelor Degree) 
  • have graduated with a university degree in fields such as economics, finance, business administration, international relations, public administration or similar and, if selected, must start the internship within one-year of graduation. 

 

Language Requirements:

 

Fluent in English with excellent reading and writing skills.

 

 

General Internships Terms & Conditions:

 

  • The internship programme is governed by the UNDP Internship policy framework & rules.
  • Under the new revised UNDP internship policy, UNDP will provide a modest monthly internship stipend to its interns, in accordance with the provisions of the UNDP Internship policy. All expenses connected with the internship will be borne by the intern.
  • Selected Interns must be able to share proof of education enrolment and/ or graduation, medical/ health and life/accident insurance, valid for the location in which the internship will be carried out and be able to provide insurance documentary proof at the time of their selection;
  • There is no expectation of employment at the end of these internships.

 

 

 

Application Process

 

 

The applications are accepted on a rolling basis for 3 to 6 Months and internships will be offered to successful candidates based on needs.

Interested candidates should submit the following documents:

  • Resume (updated)
  • Motivation letter setting out the reasons why he/she is seeking an internship with UNRCO
  • a letter from his/her university confirming current enrolment and graduation date or proof of recent graduation or enrolment

UNDP is committed to providing the intern with the training, guidance and support necessary to complete the above duties and responsibilities effectively and within the internship period. This will include, but not be limited to, scheduled meetings (weekly) to assess output progress, systems training (if required) and completion of required university reports for the purpose of meeting any necessary Degree requirements.

 

Disclaimer

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

 

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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