Programa de las Naciones Unidas
para el Desarrollo

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 III. Functions / Key Results Expected

 Summary of key functions:

 Effective and efficient functioning of the Country Director’s office

 Effective communications and administrative support to the office

 Facilitation of knowledge building and management

 1. Ensures effective and efficient functioning of the Country Director’s office focusing on achievement of the following results:

  Management of the Country Director’s 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 Country Director’s schedules

 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.

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;

 Use of automated office management system

 2.  Ensures provision of effective communications and administrative 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 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.

Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Country Director.

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 Country Director. Including drafting of background notes.

 Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.

Support to organization of advocacy events if required.

  3. 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 trainings for UNDP staff on coordination, administration and protocol  issues.

 

 

  IV. Impact of Results

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

 

 

 V. Competencies and Critical Success Factors

 Corporate Competencies:

  Demonstrates commitment to UNDP’s mission, vision and values.

 Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

 Functional Competencies:

Knowledge Management and Learning

 Shares knowledge and experience

 Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

 Development and Operational Effectiveness

  Ability to perform a broad range of activities aimed at effective and efficient functioning of Country Director’s office, including data/ schedule management, maintenance of protocol, information flow.

 Confidentiality

 Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems

 Leadership and Self-Management

 Focuses on result for the client and responds positively to feedback.

 Consistently approaches work with energy and a positive, constructive attitude.

  Remains calm, in control and good humored even under pressure.

  Demonstrates openness to change and ability to manage complexities.

 

 

VI. Recruitment Qualifications

 Education: Secondary Education with specialized secretarial training or office management.

Experience: 3 to 5 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: Fluency in the UN and national language of the duty station.

Additional Information

 Qualified candidates who are interested in the above position are invited to submit their application, in English, attaching a UN Personal History Form, not later than 07 July  2010. 

• To apply for this position, please attach you  resume and P-11 to the following address

undpexecutive.assistant@un.org.pa

• The electronic version of a UN Personal History Form and further information on the post can be downloaded from the vacancy announcement which has been posted at http://www.undp.org.pa/transparencia/vacantes.
• Please note that applications received after the deadline will not be considered.
• Only short-listed qualified candidates will receive an acknowledgement.