Executive Assistant
Task description
Under the direct
supervision of the Representative, the UN Volunteer will undertake the
following tasks: Provide administrative support to the DRR:
Provide
administrative support to ensure the smooth and efficient functioning of the
DRR front office.
Coordinate
the efficient and discreet management of the Representative’s schedule;
Coordinates calendar and schedule of regular and ad-hoc internal meetings,
prepare minutes and summaries of actions to be taken; track progress on planned
issues; ensure follow-up with focal points.
Adhere
to appropriate protocol and correspondence guidelines when communicating with
external partners.
Assemble briefing materials and prepare power-points and other briefs for the DRR; Coordinate travel planning and logistical support arrangements for official missions of the DRR; Facilitate effective communications and information management support:
Screen
all incoming communications, filters outgoing correspondence for DRR signature,
clearance, and further action by other staff; wherever possible.
Facilitate
the flow of information/communication between the DRR Office and other units.
Review,
prioritize and route correspondence to and from DRR Office; •Follow-up action
and keep the DRR informed.
Review
correspondence for proper internal clearances prior to the DRR signature;
Respond and/or direct inquiries to the appropriate Unit for timely action
and/or response.
Maintain
and organize up to date hard and electronic files for easy access and retrieval.
Ensure
safekeeping of confidential materials; •Work and coordinate closely with
Operations unit to ensure compliance with corporate guidelines. Support to
external relations activities:
Responsible
for protocol matters, receives high ranking officials, and answer
calls/inquiries with tact and discretion.
Organizes
official events/hospitality for the DRR.
Furthermore, UN
Volunteers are required to:
Strengthen
their knowledge and understanding of the concept of volunteerism by reading
relevant UNV and external publications and take active part in UNV activities
(for instance in events that mark International Volunteer Day).
Be
acquainted with and build on traditional and/or local forms of volunteerism in
the host country.
Reflect
on the type and quality of voluntary action that they are undertaking,
including participation in ongoing reflection activities.
Contribute
articles/write-ups on field experiences and submit them for UNV
publications/websites, newsletters, press releases, etc.
Assist
with the UNV Buddy Programme for newly arrived UN Volunteers.
Promote
or advise local groups in the use of online volunteering or encourage relevant
local individuals and organizations to use the UNV Online Volunteering service
whenever technically possible.
How To Apply