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Executive Assistant

UNDP Libya is working rapidly to respond to several crises in Libya by formulating and implementing projects that help stabilize the country and instill trust and confidence amongst communities, and between communities and the government. The UNDP Libya Country Office (CO) has made strong commitments to international donors,  its Libyan counterparts and citizens to help restore and improve public services; enhance the effectiveness and reach of existing public institutions; expand civic engagement and participation in political and development processes; increase economic opportunities in a more diversified economy; strengthen social cohesion, support elections, reconciliation and politic dialogue initiatives; and contribute to stability throughout the country to ensure development gains.

In this context, the UNDP Libya is rapidly responding to the situation in Libya. To this end, the Country Office is strengthening its internal capacities through an enhanced recruitment approach and re alignment of its programmatic offer in a bid to respond to the needs and priorities of the country. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the country thus ensuring smooth business continuity and sustainable development.

Position Purpose

Under the guidance and direct supervision of the RR, the Executive Assistant to RR ensures effective and efficient functioning of the RR 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 can supervise the secretarial and clerical staff of the office. The Executive Assistant  to RR works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

1.   Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:

Example of Duties:

•            Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

•            Maintenance of protocol procedures.

•            Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.

•            Preparation of informal translations.

•            Management of RR/RC missions and representation schedule.

•            Maintenance of rosters of high-level partners, telephone lists.

•            Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required.

•            Use of automated office management systems for effective functioning of the RR/RC office.

2.           Ensures provision of effective communications support to the office focusing on achievement of the following results:

Example of Duties:

•            Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.

•            Coordination of the information flow in the office, follow up on circulation files.

•            Facilitation of information sharing between UNCT and the UN Coordination Unit.

•            Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC.

•            Screening of all incoming calls and correspondence.

•            Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Example of Duties:          .

•            Sound contributions to knowledge networks and communities of practice.

•            Organization of specialized trainings for secretaries.

•            Organization of trainings to UN staff on coordination, administration and protocol issues.

4. Supports knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Example of Duties:

•            Training of office/project staff engaged in the conduct of physical inventory.

•            Briefing of staff members on issues relating to area of work

•            Sound contributions to knowledge networks and communities of practice.

Supervisory/Managerial Responsibilities: NA

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: 

Thematic Area                           Name                                                            Definition

Administration & Operations     Documents and records management         Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations    Registry & correspondence management    Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Administration & Operations    Knowledge Generation                               Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need

• Secondary Education is required with specialized secretarial training.
• A University Degree in Administration, Social Sciences, Public Relations or relevant field will be given due consideration.

• Minimum 5 years (with Secondary Education) or 2years (with bachelor’s degree) of relevant experience in administration, logistic or programme support service.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience with UNDP/UN agencies or other international organization will be an asset
• Experience in handling of web-based management systems and ERP financials, preferably PeopleSoft.
• Experience in organizing meeting and events is desirable