Position title: Executive Assistant to the UNDP Country Director
Expected Start date: February 2009
Type of Contract: Fixed Term Appointment
Level: GS-6
Entry Salary: US$ 13,133.00 Gross/Annum
Organizational Unit: UNDP, Office of Country Director
Duty Station: Dili, Timor Leste
Entitlements/Benefits: Please obtain from the UNDP Human Resources Unit
General Description of the Job:
Under the guidance and direct supervision of the Country Director (CD), the Executive Associate to CD ensures effective and efficient functioning of the CD’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 Associate supervises one Driver and 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:
The CEO will be responsible for the following areas:
1. Ensures effective and efficient functioning of the CD’s office focusing on achievement of the following results:
· Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, with UN Agencies, Government, Civil Society Organizations and other external bodies. 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 CD’s missions, and representation schedule. Liaises with Operations Unit in making travel arrangements
· Maintenance of rosters of high-level partners, telephone lists.
· Preparation of correspondence, directives, comments on behalf of CD for his/her signature and follow-up when required.
· Use of automated office management systems for effective functioning of the CD’s office.
2. 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.
· Facilitation of information sharing between UNCT and the UNDP Coordination Unit.
· Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CD.
· 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.
· Any other duties that may be assigned.
3. Ensures facilitation of knowledge building and management focusing on achievement of the following results:
· Sound contributions to knowledge networks and communities of practice.
Minimum qualifications:
· Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.
· 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.
· Fluency in English. Knowledge of Portuguese, Tetum and/or Bahasa Indonesia preferred.
Please submit your applications with curriculum vitae, references and other relevant supporting documents to the following address:
Human Resources Unit
UNDP Dili,
Dili, Timor Leste
Email: personnel.tp@undp.org
Fax: + 670 331 3534
The deadline for submitting applications is 12 February 2010.
Only short-listed candidates will be notified. Women candidates are strongly encouraged to apply.
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