Job Identification : 12668

Locations : Baghdad, Iraq

Posting Date : 08/07/2023, 06:10 AM

Apply Before : 08/15/2023, 03:59 AM

Job Schedule : Full time

Agency : UNDP

Grade : G5

Vacancy Type : Fixed Term

Practice Area : Management

Bureau : Regional Bureau for Arab States

Contract Duration : 1 Year with Possibility for extension

Education & Work Experience : Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience

Required Languages : Fluency in English and Arabic languages

Vacancy Timeline

1 Week

Mobility required/no mobility

no mobility required

Job Description

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Assistant ensures effective and efficient functioning of the Executive Office which includes the Resident Representative, Deputy Resident Representative/Programme (DDR/P) and Deputy Resident Representative/Operations (DRR/O). The Executive Assistant is responsible for 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 close collaboration with Programme, Business Development and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

1) Ensures effective and efficient functioning of the Deputy Resident Representative – Programme office focusing on achievement of the following results:

•  Management of the Executive 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 RR, DRR/P, DRR/O 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 CO team when communicating with Government and other external partners;
•  Use of automated office management system.

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 and Business Development, Programme and Operations Teams;
•  Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the RR, DRR/P, DRR/O;
•  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 RR, DRR/P, DRR/O. 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.

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.

Competencies

Core

Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

Thematic Area

Name

Definition

Business Management

Communication

•  Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
•  Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business management

Customer Satisfaction/Client Management

•  Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers’ needs.
•  Provide inputs to the development of customer service strategies.
•  Look for ways to add value beyond clients’ immediate requests.
•  Ability to anticipate client’s upcoming needs and concerns.

Administration & Operations

Documents and records management

•  Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Administration & Operations

Registry & correspondence

management

•  Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives

Required Skills and Experience

Education:

•  Secondary education is required. University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
•  Specialized secretarial training or office management desirable.

Experience:

•  Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
•  Experience in the use of computers and office software packages (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.”
•  Prior experience with the UN system or an international NGO is desirable.

Language requirements:

•  Fluency in English and Arabic languages.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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