Job offer at UNDP: Executive Assistant to the DRR

Position Overview: Executive Assistant to the Deputy Resident Representative (DRR)

United Nations Development Programme (UNDP) is recruiting an Executive Assistant to the DRR in cameroon

Purpose of the Role:

Under the direction and supervision of the Deputy Resident Representative (DRR), the Executive Assistant ensures the smooth and efficient functioning of the DRR’s office. This includes maintaining confidentiality, adhering to protocol procedures, managing the flow of information, and ensuring timely follow-up on commitments. The role is designed to foster a collaborative, client-focused, high-quality, and results-driven operational environment within the DRR’s office.

The Executive Assistant serves as a critical link between the DRR’s office and other internal teams, UN agencies, national authorities, international organizations, and external stakeholders. The Assistant ensures that strategic decisions are effectively implemented, and that all operational units and clusters align with the guidance provided by the DRR and Senior Management Team.

Key Duties and Responsibilities

1. Ensure the Effective Functioning of the DRR’s Office

• Manage the DRR’s calendar, coordinate appointments, schedule meetings, and prepare meeting minutes.
• Act as an interpreter and handle informal translations as needed.
• Maintain protocol procedures and organize profiles, rosters, and contact lists for high-ranking partners and stakeholders.
• Research, compile, and prepare high-quality briefing materials for the DRR’s meetings, missions, and discussions.
• Organize the DRR’s missions and representation schedules.
• Draft, review, and manage correspondence, directives, and reports on behalf of the DRR, ensuring follow-up when required.
• Digitize folders and files to enhance document tracking and accessibility.
• Conduct quality control for all incoming and outgoing documents submitted for the DRR’s approval.
• Provide timely inputs for organizational reports and maintain a centralized database for efficient information management.

2. Facilitate Communication and Information Flow

• Maintain and manage paper and electronic filing systems for easy access and secure storage of confidential materials.
• Coordinate the flow of information within the office and manage the circulation of files and updates.
• Act as a liaison between the DRR’s Office, the UN Country Team, and the UN Coordination Unit to ensure smooth communication.
• Monitor deadlines, track commitments, and follow through on actions to ensure timely submission of reports.
• Screen and prioritize incoming calls and correspondence.
• Build and sustain effective relationships with internal and external stakeholders, ensuring prompt responses to their needs.

3. Support Knowledge Management and Capacity Building

• Contribute to knowledge-sharing initiatives and the development of communities of practice within the organization.
• Assist in organizing specialized training sessions for secretarial and support staff.
• Facilitate training programs for UN staff on coordination, administration, and protocol-related issues.
• Perform other duties as required to ensure the efficient functioning of the office.

Educational and Professional Requirements

Education:

• Secondary Education is required.
• A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance, or a related field is an asset but not mandatory.
• Specialized secretarial training is highly desirable.

Experience and Skills:

• Minimum experience required:
  1. 5 years of relevant experience with a high school diploma, OR
  2. 2 years of relevant experience with a bachelor’s degree.
• Proven track record in administrative, secretarial, or program support roles at the national or international level.
• Prior experience working with UN agencies, international organizations, or recognized NGOs is highly desirable.
• Proficiency in MS Office tools (Word, Excel, PowerPoint) and familiarity with web-based management systems (e.g., ERP) is essential.
• Knowledge of UN operations, structures, and administrative protocols is an advantage.
• Experience in supporting senior executives or officials in high-level roles is preferred.

Languages:

• Fluency in English with a working knowledge of French OR fluency in French with a working knowledge of English is required.

Key Competencies:

• Strong organizational and time-management skills.
• Exceptional written and verbal communication abilities.
• Attention to detail and commitment to maintaining confidentiality.
• Ability to work under pressure and manage multiple priorities efficiently.
• Collaborative mindset, with a focus on delivering results and meeting client needs.

Work Environment

UNDP promotes a portfolio-based approach, encouraging staff to work across units, teams, and functions. The position requires flexibility and collaboration within multidisciplinary teams, fostering horizontal coordination to meet strategic objectives.

This role does not have any supervisory or managerial responsibilities.

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