Executive Assistant to the DRR Operations

Khartoum

Organization: UNDP - United Nations Development Programme
Location: Khartoum
Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
Occupational Groups:
- Operations and Administrations
- Administrative support
- Disaster Management (Preparedness, Resilience, Response and Recovery)
- Managerial positions
Closing Date: Closed

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.

Background and Organizational Context

As part of the UN Country Team in Sudan, UNDP aims to contribute to the significant reduction of extreme poverty throughout the country and to support the establishment of a critical mass among Sudan’s people that is ready and able to engage in the development process of the country. In line with the overarching SDG goal “Leave no one behind” (embedded among others in SDG1, 5, 10 and 13), our programme interventions target localities characterized by high levels of poverty and exclusion and those affected by the conflict.

Position Purpose

Under the guidance and direct supervision of the Deputy Resident Representative Operations (DRR/O), the Executive Assistant ensures effective and efficient functioning of the DRR/O’s 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 works in close collaboration with UNDP Staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas and attention to high level visitors and official missions.

Duties and Responsibilities

1. Effective and efficient functioning of the Deputy Resident Representative Operations’ office

Duties:

- Management of the Deputy Resident Representative Operations’ office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;

- Efficient and discreet management of the DRR/O’s schedules

- If required, act as alternate Secretary to the OMT by organizing meetings and taking minutes of the same;

- Take and record minutes of meetings of operations team and other meetings held by the DRR/O;

- 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;

- Receive and screen visitors and telephone calls, schedule appointments for the DRR/O or management staff and provide information and technical guidance to staff and external parties as required;

- Draft correspondences on various topics, organize files ensuring their classification and electronic safekeeping to streamline information management;

- Coordinate and follow-up un travel arrangements for the DRR/O by ensuring security clearance, visas and other related requirements. Prepare general briefing notes for supervisor;

- Responsible for absence management for DRR/O’s office.

2. Effective communications and administrative support to the office
*Duties:*	- 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, UN Agencies and national authorities. - Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the DRR/O. - 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 DRR/O. Including drafting of background notes. - Support to organization of advocacy events if required. - Provide support to supply and assets management. Monitor and coordinate office operational needs and order supplies, equipment, repair and maintenance services through the OSS unit; - 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. - Backstop colleagues in the Operations Team during leave;
3. Facilitation of knowledge building and management
*Duties:*	- Sound contributions to knowledge networks and communities of practice. - Organization of trainings for UNDP staff on coordination, administration and protocol issues.

Competencies

Expected Demonstration of Competencies

Core : Full list of UNDP Core Competencies can be found here

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies)

*Thematic Area*	*Name*	*Definition*
*Business management*	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
*Administration & Operations*	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Events management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience

Education:

Secondary Education with specialized secretarial training or office management.

University Degree in Business or Public Administration or any other related field will be given due consideration.

Experience:

Experience

5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. 2 years of relevant experience for University degree holders is required.
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 Arabic.
Previous experience with UNDP is a strong asset.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

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This vacancy is now closed.