Title: Executive Associate to RR/RC (Only For Cameroonians)
Job ID: 13257
Practice Area - Job Family: Management - MANAGEMENT
Vacancy End Date: 11/12/2017 (Midnight New York, USA)
Duty Station: Yaounde, Cameroon
Education & Work Experience: C-HS Graduate or Equivalent - 6 year(s) experience
Languages Required: English, French
Vacancy Type: FTA Local
Posting Type: External
Contract Duration: 1 Year with possibility for extension
Under the overall guidance and direct supervision of RR/RC the Admin/Executive Associate ensures effective and efficient functioning of the RR/RC office, with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The staff provides high quality administrative assistance to the RR/RC in his/her oversight role over UNDP country Offices and role as Resident Coordinator.
The staff serves as first point of contact and liaises with high-level mission and works in close collaboration with the UNDP staff, UN Agencies, Embassies and national authorities such as Ministries and other higher national institutions, to ensure efficient exchange information and consistent preparation of the RR/RC briefs, notes, meetings and missions, actions on instructions, agendas.
The Admin/Executive Associate provides the overall secretariat, administration and execution of varied and inter-agency operational and logistical activities in support of the RR/RC office, ensuring high quality and accuracy of work. The Staff promotes a client, quality and results-oriented approach and can supervise the secretarial and clerical staff of the office.
Duties and Responsibilities
1. Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:
Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Preparation of correspondence, directives, comments on behalf of the RR/RC for his/her signature and undertake follow-up when required.
Maintenance of protocol procedures.
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
Management of RR/RC missions and representation schedule, as well as various administrative arrangements including travel, official social events, press conferences, interviews. Coordinate the schedule of the RC/RR, arrange appointments, book meeting rooms, clear invoices for payments, produce/collect and disseminate documentation.
Maintenance of rosters of high-level partners, telephone lists and compile booklets for business cards to facilitate official and personal contacts.
Maintenance of close collaboration and exchanges with UN Agencies, Embassies and national authorities such as key Ministries and other higher national institutions.
Preparation of correspondences, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the RR/RC office.
Research information on pertinent subject as required.
2. Ensures provision of effective communications 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, follow up on circulation files.
Facilitation of information sharing between UNCT and the UN Coordination Unit as well as Embassies and UN.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC.
Screening of all incoming calls and correspondence.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
Support with protocol matters, registration of staff, coordination with local authorities on several matters.
3. Ensures proper coordination of high ranking missions (SRSGs, USGs, ASGs, etc) focusing on achievement of the following results:
Organization of logistic support: airport facilities including VIP lounges booking and protocol.
Organization of meetings with high level national authorities and donors/partners.
4. Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice.
Respond to a wide variety of general and substantive queries for information. Screen requests, respond if possible or refer to a wide range of possible source.
Support, if necessary, the organization of specialized training for secretaries and provide important support for their work.
Support, if needed, the organization of UN staff training on administration and protocol issues
Building Strategic Partnerships
Promoting Organizational Learning and Knowledge Sharing
Job Knowledge/Technical Expertise
Promoting Organizational Change and Development
Design and Implementation of Management Systems
Promoting Accountability and Results-Based Management
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
All interested candidates are invited to apply online through the following link: https://jobs.partneragencies.net/erecruitjobs.html?JobOpeningId=13257&hrs_jo_pst_seq=1&hrs_site_id=2
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