Background UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 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 Country Representative of OHCHR – Honduras, the Executive Assistant ensures effective and efficient functioning of the Country Representative’s office, 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 OHCHR-Honduras administrative, programmatic and technical teams, OHCHR Headquarters, the Office of the Resident Coordinator and UN Agencies, civil society organizations, implementing partners, and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Functions / Key Results Expected
Summary of key functions:
Effective and efficient functioning of the Country Representative’s office Effective communications and administrative support to the office Facilitation of knowledge building and management1. Ensures effective and efficient functioning of the Country Representative’s office focusing on achievement of the following results:
Management of the Country Representative’s 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 Country Representative’s 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, administrative, programmatic and technical Teams.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Country Director.
Draft routine correspondence, interoffice circulars, general briefing notes, documents,reports, and minutes of meetings when requested.
Administration of travel, meetings, appointments and briefings of Country Representative. 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.
Maintenance of contacts with high-ranking visitors, arrangements of appointments and meetings.
Provision of inputs for the preparation of the Office’s results-oriented work plans.
Administrative support to organize conferences, workshops, retreats and other events.
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 OHCHR staff on coordination, administration and protocol issues.
Collection and presentation of background information on the Country Office and its programmes.
Impact of Results
The key results have an impact on the efficiency of the Country Representative’s office. Accurate analysis and presentation of information strengthens the capacity of the Country Representative’s office and promotes the image of UN/OHCHR as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies and Critical Success Factors
Functional Competencies:
Building Strategic Partnerships Promoting Organizational Learning and Knowledge Sharing Job Knowledge/Technical Expertise Promoting Organizational Change and Development Design and Implementation of Management Systems Client Orientation Promoting Accountability and Results-Based ManagementCore Competencies:
Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Creating synergies through self-control Managing conflict 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 makingRecruitment Qualifications
Education:
High school diploma or equivalent is required. Specialized secretarial training or office management is desirable.Experience:
5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Progressively responsible experience within the UN system in relevant field is desirable. Knowledge of UN systems and procedures is desirable. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.Language Requirements:
Fluency in Spanish (both oral and written) is required. Knowledge of English is desirable. 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. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.This vacancy is archived.