Executive Associate to RR &DRR – Libyanjobs – موقع التوظيف الليبي

Job Overview

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.

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

Duties and Responsibilities

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

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 & DRR missions and representation schedule.

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

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

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

2. Assist in preparation of the RR Annual Reports and advise on UNDP rules and regulations focusing on the achievement of the following results:

Secretarial and logistical support for the RR to prepare Annual Reports

Secretarial and logistics support/pertinent information for the CCA/UNDAF Theme Groups and other collaborative programming committees.

Proper advise for the RR for making decision by adhering on the UNDP Rules and Regulations.

3. Ensures provision of effective communications 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, follow up on circulation files.

Follow up with DRR, Programme and Operations Officers, other UN Agencies and Government Offices on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR.

Screening of all incoming calls and correspondence. Clear correspondence for the RR signature.

Take dictation, draft correspondence, documents or reports, ensure spelling, punctuations and format are correct.

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

Maintain up-to-date confidential, policy and other management files

4. 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 secretaries.

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

Impact of Results:

The key results have an impact on the efficiency of the RR and DRR office. Accurate analysis and presentation of information strengthens the capacity of the RR and DRR office and promotes the image of UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Core:

Innovation

Leadership

People Management

Communication

Delivery

Technical/Functional

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

Required Skills and Experience

Education:

Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

5 to 7 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:

Good command of English and national language of the duty station.

Please click on the link below to apply:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=38125