Executive Assistant

at  United Nations Development Programme UNDP

Job Identification
20775
Locations
Mexico, Mexico
Posting Date
09/18/2024, 02:48 PM
Apply Before
10/02/2024, 10:59 PM
Job Schedule
Full time
Agency

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.

This job description is a direct response to UNDP’s improved business model. It reflects a new office structure that has recently been put in place to support the vision expressed in an emerging portfolio and to facilitate a more collaborative approach to work across the office and with external partners. This structure is also designed to provide the foundation for a new emphasis on sub-national level work, support higher delivery rates, and to transform UNDP into a learning organization and ‘fit-for-purpose’ to deliver on Agenda 2030 which in turn will support national staff and institutional capacity development.

REQUIRED SKILLS AND EXPERIENCE

Education:

• Secondary Education with specialized secretarial training;
• University Degree in Social Sciences, economics-administration, psychology or equivalent will be given due consideration, but is not a requirement.

Experience:

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level is required.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Strong familiarity with budget and presentation software is desirable.
• Familiarity with Atlas travel, financial and budget modules would be an asset.
• Experience in handling of web-based management systems

Languages:

• Proficiency in Spanish and English (written and spoken).
• Knowledge of other official UN languages an asset

Disclaimer
Important applicant information
All posts in the GS categories are subject to local recruitment.
Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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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 to UNDP staff on coordination, administration and protocol issues.
• Support induction of new office arrivals

The Executive Assistant works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas. S/he will on occasion be delegated temporary supervisory functions of short-term hires.
Incumbent is expected to display initiative, a positive approach and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by direct supervisor or senior management.

Key Duties and Accountabilities

• Ensures effective and efficient functioning of the RR & DRR office focusing on achievement of the following results:
• Manage the RR and DRR office, ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the CO team;
• Manage RR’s schedules efficiently and discretely with due regard to a balanced load, ensure punctuality, and help maintain a professional CO image and conduct for the CO team of support staff;
• Organize regular and ad-hoc meetings taking minutes and summarizing actions for follow up by the RR;
• Screen all incoming communications, establish priorities and advise RR/DRR filter outgoing correspondence for RR/DRR 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.

• Provide support in budget preparation and in the elaboration of audio visual presentations.

  1. Ensures effective communications and administrative support to the office, focusing on achieving the following results:

• Initiatives to handle routine matters in close consultation with the RR and the DRR.

• Maintenance of the filing system (digital or hardcopy) ensuring safekeeping of confidential materials. Use of automated filing system.
• Information sharing between UNCT and the UN Coordination Unit.
• Up-to-date information and data on UN country team, UN thematic groups’ activities and initiatives;
• Drafting of routine correspondence, informal translations, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested;
• Conduct of information search and research as required.
• Arrangements and contacts for RR travel, including preparation of agenda and schedules, confirmation of appointments, briefing materials, etc.
• Administration of travel, meetings, appointments and briefings of RR. 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

  1. 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 to UNDP staff on coordination, administration and protocol issues.
• Support induction of new office arrivals.

Competencies