ПРООН шукає Асистента Директора та Заступника Директора (Київ)

Background

Purpose: Ensures effective and efficient functioning of the CD/DCD-P’s office
Reporting structure and partners: Reports to Country Director and DCD-Programme. Works in close collaboration with the RC’s office, operations, programme and project teams in the CO, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas, etc.

Duties and Responsibilities

Ensures effective and efficient functioning of the Country Director/DCD-Programme’s office through:

• Management of the CD/DCD-P’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 supervisors’ 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 supervisors’ 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 through:

• 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 various teams and units of the CO;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the CD/DCD-P;
• 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 CD/DCD-P. Including drafting of background notes. Compiling of background information and coordinating inputs of the various teams in CO;
• Collecting and publishing on intranet documents and information related to work of CD/DCD-P’s office;
• Maintenance of Teams’ status reports, programme meeting minutes, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers;
• Performs leave monitoring function for the CO;
• Support to organization of advocacy events if required.

Ensures facilitation of knowledge building and knowledge sharing in the CO through:

• Sound contributions to knowledge networks and communities of practice;
• Organization of trainings for UNDP staff on coordination, administration and protocol issues.

Competencies

Core

Innovation
Ability to make new and useful ideas work
Level 1: Support (Reliable Replication)

Leadership
Ability to persuade others to follow
Level 1: Support (Reliable Replication)

People Management
Ability to improve performance and satisfaction
Level 1: Support (Reliable Replication)

Communication
Ability to listen, adapt, persuade and transform
Level 1: Support (Reliable Replication)

Delivery
Ability to get things done
Level 1: Support (Reliable Replication)

Technical/Functional

Primary

Operational Efficiency
Ability to identify and execute opportunities to improve operational efficiency
Level 1: Support (Reliable Replication)

Quality Assurance
Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled
Level 1: Support (Reliable Replication)

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 1: Support (Reliable Replication)

Secondary

Knowledge Management
Ability to efficiently handle and share information and knowledge
Level 1: Support (Reliable Replication)

Team Building
Ability to work effectively with diverse groups of professionals towards common goals
Level 1: Support (Reliable Replication)

Required Skills and Experience

Education:
Secondary Education with specialized secretarial training or office management. University Degree be desirable, but it is not a requirement.

Experience:
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 English and Ukrainian.

APPLICATION INSTRUCTION:

If you wish to apply for this or other positions with UNDP, please visit UNDP website, section jobs and apply only:

https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=18030&hrs_jo_pst_seq=1&hrs_site_id=2

DEADLINE FOR APPLICATION IS 28 August 2018.