POSITION PURPOSE
Under the direct supervision of the Deputy Resident Representative (DRR), the Executive Assistant ensures the smooth and efficient functioning of the DRR’s office. This role involves maintaining confidentiality, adhering to protocol procedures, managing the flow of information, and ensuring timely follow-ups on deadlines and commitments. The Executive Assistant fosters a collaborative, client-oriented environment, focusing on high-quality, results-driven operations within the DRR’s office.
The Executive Assistant works closely with UNDP staff, UN agencies, national authorities, international organizations, and other stakeholders to ensure efficient information flow and the execution of actions, instructions, commitments, and agendas. Internally, the Assistant ensures that strategic decisions are executed and that all units follow the guidance set by the DRR/SM team.
UNDP uses a portfolio approach to address evolving business needs and leverage synergies across interventions to achieve strategic goals. Therefore, UNDP staff are encouraged to collaborate across units, teams, and projects to support horizontal cooperation.
KEY DUTIES AND ACCOUNTABILITIES
- Manage DRR’s Office Operations
- Maintain the supervisor’s calendar, schedule meetings, and coordinate high-level appointments and visits.
- Ensure proper protocol procedures and maintain profiles, rosters, and contact lists of key stakeholders.
- Prepare high-quality briefing materials for the DRR for meetings, missions, and discussions.
- Coordinate the DRR’s mission and representation schedule.
- Draft and manage correspondence, directives, and follow-up actions for the DRR.
- Digitalize documents, ensuring organized records for easy follow-up and access.
- Conduct quality control of all incoming and outgoing requests and documents, ensuring proper approval processes.
- Provide timely inputs to reports and manage the office database.
- Assist in Communication and Information Flow
- Support the maintenance of filing systems to safeguard confidential materials and ensure easy access.
- Coordinate the flow of information within the office, ensuring smooth circulation of files.
- Facilitate information sharing between the DRR’s office, UN Country Team, and the UN Coordination Unit.
- Track deadlines, commitments, and actions taken, and coordinate the collection of reports for DRR.
- Screen and manage incoming calls and correspondence effectively.
- Build and sustain relationships within the team and with external partners, ensuring responsive service to client needs.
- Support Knowledge Management and Capacity Building
- Contribute to knowledge networks and share best practices within the office.
- Assist in organizing specialized training for secretarial and support staff.
- Organize training programs for UN staff on coordination, administration, and protocol matters.
SUPERVISORY/MANAGERIAL RESPONSIBILITIES
- None
REQUIREMENTS
Education:
- Secondary education is required. A university degree in Social Sciences, Management, Business Administration, Public Administration, or Finance is preferred but not mandatory.
- Specialized secretarial training is desirable.
Experience, Knowledge, and Skills:
- A minimum of 5 years of relevant experience (with high school diploma) or 2 years (with a university degree) in secretarial, administrative, or program management roles at the national or international level.
- Experience working in a similar role with a UN/International organization/NGO is highly preferred.
- Proficiency in office software (MS Word, Excel, PowerPoint, etc.), and experience with web-based management systems (ERP and document digitalization) is required.
- Familiarity with UN operations and administrative procedures is desirable.
- Experience supporting senior executives within the United Nations is an advantage.
Language Requirements:
- Fluency in French and working knowledge of English, or fluency in English and working knowledge of French is required.
