The position of Executive Assistant to the Deputy Resident Representative (DRR) offers an exciting opportunity for individuals looking to contribute to the efficient operation of the United Nations Development Programme (UNDP). As an Executive Assistant, you will work closely with UNDP staff, various UN agencies, national authorities, international organizations, and a range of other stakeholders to ensure the smooth flow of information and follow through on key actions, instructions, commitments, and agendas. In this role, you will be instrumental in ensuring that strategic decisions are implemented and that the various units and teams adhere to the guidance set out by the DRR and Senior Management Team (SMT).
Role Overview: Executive Assistant to the DRR
The Executive Assistant to the DRR is responsible for ensuring that the DRR’s office functions smoothly and effectively. This involves managing a wide range of administrative tasks and acting as a key point of contact between the DRR and various internal and external stakeholders. The role requires a high level of organization, attention to detail, and the ability to prioritize and manage multiple responsibilities simultaneously.
This position is designed for individuals who are capable of handling complex administrative duties and working in a fast-paced, multi-stakeholder environment. You will play an essential role in facilitating communication within the office and across the broader UN system, helping to coordinate actions and ensure that the DRR’s office operates at maximum efficiency.
Key Duties and Responsibilities
- Office Management and Coordination
A significant portion of the Executive Assistant’s duties involves ensuring that the DRR’s office runs effectively. This includes managing the DRR’s calendar, arranging appointments and meetings, coordinating travel, and maintaining contacts with high-ranking visitors. As part of this role, you will also be responsible for ensuring that minutes of meetings are taken, and informal translations are provided when required.
- Maintaining Protocol and Managing Contacts
Maintaining professional relationships and ensuring that protocol procedures are followed is a key aspect of this position. You will be expected to keep up-to-date profiles, rosters, and telephone lists for high-level partners and contacts. This requires a keen understanding of the roles of various stakeholders and the ability to manage sensitive and confidential information effectively.
- Research and Briefing Materials
You will be responsible for compiling research and preparing high-quality briefing materials for the DRR, ensuring they are fully prepared for appointments, meetings, and missions. These materials will also support the DRR in discussions with various stakeholders. The ability to synthesize information and present it in a clear and concise format is essential for success in this role.
- Mission and Representation Management
The Executive Assistant will also be tasked with managing the DRR’s mission and representation schedule. This includes coordinating logistics, ensuring timely and accurate communication with relevant parties, and preparing the DRR for any upcoming missions or representation duties.
- Correspondence and Document Management
You will assist in preparing and managing correspondences, directives, and comments for the DRR’s signature. In addition, you will ensure that all documents are properly followed up on and managed efficiently. This includes the digitalization of files and documents, ensuring that both paper and electronic filing systems are maintained securely.
- Quality Control of Requests and Documents
Another crucial aspect of the role is ensuring the effective quality control of all incoming and outgoing request forms and documents submitted for approval. You will be responsible for reviewing documents from program and operations teams, ensuring they meet the required standards before they are submitted for the DRR’s approval.
- Reporting and Database Maintenance
You will contribute to the preparation of timely inputs for reports and assist in maintaining databases. This may include ensuring that data is up to date and accessible, as well as tracking deadlines and commitments.
- Facilitating Communication Flow
The role involves helping to facilitate communication between the DRR’s office, the UN Country Team, and the UN Coordination Unit. This will require careful management of information flow, ensuring that key messages and updates are shared efficiently.
- Managing Deadlines and Follow-Ups
The Executive Assistant will be responsible for following up on deadlines, commitments, and actions taken. You will coordinate the collection and submission of reports to the DRR and ensure that all necessary tasks are completed on time.
- Client Relationship Management
The Executive Assistant will establish and maintain effective working relationships within the office and with both internal and external clients and partners. Timely and professional responses to client needs will be crucial for maintaining strong working relationships.
- Knowledge Building and Management
As part of the UNDP’s commitment to continuous learning and improvement, the Executive Assistant will contribute to knowledge management efforts. This includes participating in knowledge networks and communities of practice, as well as assisting in organizing specialized training for secretarial or support staff.
- Training Coordination
You will also play a role in organizing training for UN staff on various administrative and coordination topics, such as protocol and administrative procedures. This may involve coordinating with other departments to ensure that the training meets the needs of staff and supports their professional development.
Required Qualifications
- Educational Requirements
While a secondary education is the minimum requirement, a university degree in fields such as Social Sciences, Management, Business Administration, Public Administration, or Finance will be considered an advantage. Although not mandatory, specialized secretarial training is highly desirable and will complement your application.
- Experience and Skills
To qualify for the role, candidates must have at least five years of relevant progressively responsible secretarial, administrative, and/or program experience if holding a high school diploma. Alternatively, two years of experience is required if the candidate holds a bachelor’s degree. Experience in similar positions within international organizations, such as the UN, NGOs, or other recognized administrative bodies, is highly desired.
Strong proficiency in using office software packages such as Microsoft Word, Excel, and PowerPoint is a must. Additionally, experience with web-based management systems, including ERP systems and digital document management, is required. Familiarity with UN operations and administrative procedures is an added advantage.
- Language Requirements
Fluency in French and working knowledge of English or vice versa is required for this position. Language skills will be essential in interacting with stakeholders and managing communication across different teams.
Desirable Attributes
In addition to the required skills and experience, successful candidates will demonstrate:
– Strong Organizational Skills: Ability to manage a variety of tasks simultaneously, prioritize effectively, and meet tight deadlines.
– Attention to Detail: Ensuring that all work is done to the highest standard, with particular attention to the accuracy of documents and correspondence.
– Excellent Communication Skills: Both written and verbal communication skills are critical for managing relationships and coordinating with diverse stakeholders.
– Proactive Problem-Solving: The ability to anticipate needs and address challenges before they arise, helping to maintain smooth operations.
– Discretion and Confidentiality: Given the sensitive nature of the work, candidates must demonstrate the ability to handle confidential information with care and discretion.
Benefits of the Internship
This internship provides an excellent opportunity for individuals looking to gain valuable experience within the United Nations system. Working with senior UN officials, you will have the chance to develop your administrative and organizational skills while contributing to important global development initiatives.
The position is paid, providing interns with financial support while they gain hands-on experience. In addition, the opportunity to work with a diverse group of professionals in an international setting offers invaluable exposure to global operations and UN procedures.
How to Apply
To apply for the position of Executive Assistant to the DRR, please submit your resume along with a cover letter detailing your qualifications and motivation for applying. Applications are currently open, and candidates are encouraged to apply as soon as possible to be considered for this opportunity.
This is an exciting opportunity for candidates seeking to make a meaningful contribution to the UNDP’s work while developing their skills and expertise in a dynamic and supportive environment.
Link for application:
https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/22793