Executive Assistant
United Nations Development Programme (UNDP) is UN’s global
development organization.
Organizational Unit/Agency: UNDP Kenya
Languages required: English
Application deadline: 8 November 2012
Starting date: December 2012
Type of contract: Individual Contract
Duration of initial contract: 4 Months
Post Level: G5
Languages required: English
Application deadline: 8 November 2012
Starting date: December 2012
Type of contract: Individual Contract
Duration of initial contract: 4 Months
Post Level: G5
Background
Under the guidance and direct supervision of the Deputy Country Director, the Executive Assistant ensures effective and efficient functioning of the Deputy Country Director’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 dose collaboration with Front Office, Programme and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Position Information
Under the direct supervision of the Deputy Country Director UNDP-Kenya, the duties and responsibilities of the Executive Assistant will be as follows:
1. Ensures effective and efficient functioning of the Deputy Country Director’s office focusing on achievement of the following results:
- Management
of the Deputy 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 Deputy 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 Country Office
team when communicating with Government and other external partners;
- Use
of automated office management system
- Maintenance
of rosters of high-level partners, telephone lists.
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, Programme and Operations
Teams.
- Follow
up on deadlines, commitments made, actions taken and coordination of
collection and submission of the reports to the Deputy 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 Deputy 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 ‘ Uses ERP and other
results based management tools on administrative and programmatic matters
(i.e. processing requisitions, finance/accounts management support, data
interpretation on balance scorecard and Integrated Work Plan; generation
of statistics and graphs based on existing tools
- Follow
up on performance indicators/success criteria, targets and milestones,
preparation of reports from Atlas
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
The full post description detailing the scope of work required
academic qualifications and years of relevant work experience can be accessed
on The UNDP Kenya website.
Application Procedure:
Interested and qualified persons should apply on the UNDP Kenya e-Recruitment portal located at http://www.ke.undp.org/erecruit.
Applicants are required to fill and sign a Personal History Form
(P11 Form) and submit it together with their online application.
Applications received via other means will not be accepted.
Additional considerations
- Applications
received after the deadline will not be considered.
- UNDP
will only be able to respond to those applications in which there is
further interest.
- Preference
will be given to equally qualified women.
- UNDP
as a matter of practice does not charge any application, processing or
training fee at any stage of the recruitment. If you have any questions as
to vacancy announcements you have received, please refer to the UNDP Kenya
website.
“UNDP is an equal opportunity employer which strives to
achieve overall balance in its staffing patterns”.