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.
Background and Organizational Context
As part of the UN Country Team in Sudan, UNDP aims to contribute to the significant reduction of extreme poverty throughout the country and to support the establishment of a critical mass among Sudan’s people that is ready and able to engage in the development process of the country. In line with the overarching SDG goal “Leave no one behind” (embedded among others in SDG1, 5, 10 and 13), our programme interventions target localities characterized by high levels of poverty and exclusion and those affected by the conflict.
Position Purpose
Under the guidance and direct supervision of the Deputy Resident Representative Operations (DRR/O), the Executive Assistant ensures effective and efficient functioning of the DRR/O’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 UNDP Staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas and attention to high level visitors and official missions.
Duties and Responsibilities1. Effective and efficient functioning of the Deputy Resident Representative Operations’ office
Duties:
- Management of the Deputy Resident Representative Operations’ 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 DRR/O’s schedules
- If required, act as alternate Secretary to the OMT by organizing meetings and taking minutes of the same;
- Take and record minutes of meetings of operations team and other meetings held by the DRR/O;
- 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;
- Receive and screen visitors and telephone calls, schedule appointments for the DRR/O or management staff and provide information and technical guidance to staff and external parties as required;
- Draft correspondences on various topics, organize files ensuring their classification and electronic safekeeping to streamline information management;
- Coordinate and follow-up un travel arrangements for the DRR/O by ensuring security clearance, visas and other related requirements. Prepare general briefing notes for supervisor;
- Responsible for absence management for DRR/O’s office.
2. Effective communications and administrative support to the office
Duties:
- 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, UN Agencies and national authorities.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the 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 DRR/O. Including drafting of background notes.
- Support to organization of advocacy events if required.
- Provide support to supply and assets management. Monitor and coordinate office operational needs and order supplies, equipment, repair and maintenance services through the OSS unit;
- 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.
- Backstop colleagues in the Operations Team during leave;
3. Facilitation of knowledge building and management
Duties:
- Sound contributions to knowledge networks and communities of practice.
- Organization of trainings for UNDP staff on coordination, administration and protocol issues. Competencies
Expected Demonstration of Competencies
Core : Full list of UNDP Core Competencies can be found
This vacancy is archived.