Background

Under the guidance and direct supervision of the Resident Representative and the Deputy, the Executive Assistant ensures effective and efficient functioning of the Resident Representative’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 Executive Associate of Resident Coordinator, Programme, and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Summary of key functions:

• Effective and efficient functioning of the Resident Representative’s office
• Effective communications and administrative support to the office
• Facilitation of knowledge building and management
• Ensures effective and efficient functioning of the Resident Representative’s office focusing on achievement of the following results:
• Management of the Resident Representative’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 Resident Representative’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

• 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 Senior Management, Programme and Operations Teams.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Resident Representative.
• 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 Resident Representative. 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
• 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.

Competencies

Core Competencies

• Innovation; Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

• Leadership: Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

• People Management: Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

• Communication: Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

• Delivery: Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services;

Technical/Functional Competencies

• Logistics: Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

• Office Administration: Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

• Event, Meeting, and Workshop Facilitation: Ability to plan and organize events

Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

• Report Writing: Ability to prepare quality reports

Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

• Research (General): Knowledge of analytical tools, market research and methods for undertaking substantive research on various policy related issues

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

• Priority Setting: Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

• Data Analysis and Visualization: Ability to evaluate, transform and model data to derive relevant findings- undertake & provide analysis of data to assess Org performance and or global trends

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Required Skills and Experience

Education: Bachelor’s Degree in Administrative and Social Sciences or related field with specialized secretarial training or office management.

Experience: 

• 2 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: Excellent communication, writing and editorial skills in English and Turkish.

Source:https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=20159&hrs_jo_pst_seq=1&hrs_site_id=2