- Administrative support to the Representative, the Country Office and its Programmes
- Support to knowledge building and knowledge sharing
- Collection and presentation of background information on the Country Office and its programmes.
- Provision of inputs for the preparation of the Office’s results-oriented work plans.
- Administrative support to organize conferences, workshops, retreats and other events.
- Preparation of routine correspondence, faxes, memoranda and reports.
- Extracting, entering, copying and filing data from various sources.
- Maintenance of files under responsibility, including hardcopy and electronic filing of all relevant documentation.
- Supports knowledge building and knowledge sharing in the Country Office, including by participating in specific trainings and contributing to knowledge networks and communities of practice.
- Ability to perform a variety of routine tasks and duties related to programme support.
- Ability to review data, identify errors and inconsistencies and adjust them.
- Ability to handle a large volume of work, including under time constraints.
- Good knowledge of administrative rules and regulations.
- Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, IMIS, MAYA, as required.
- Ability to operate a variety of computers and office equipment in order to provide efficient delivery of service.
- Ability to organize and complete multiple tasks by establishing priorities.
- Collects and compiles data with accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains databases.
- Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative.
- Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software with speed and accuracy.
- Interprets data, draws conclusions and/or identifies patterns.
- Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and adequate formats, such as tables, forms, presentations, briefing notes/books and reports, using advanced word processing and presentation functions and basic database and spreadsheet software.
- Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using word processing, spreadsheets and databases meeting quality standards and requiring minimal correction.
- Shows sound grasp of grammar, spelling and structure in the required language.
- Ensures correspondence, reports and documents comply with established UN standards.
- Ability to produce accurate and well-documented records in line with relevant standards.
- Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
- Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
- Organises and accurately completes multiple tasks by establishing priorities while taking into consideration special assignments, frequent interruptions, deadlines, available resources and multiple reporting lines.
- Plans, coordinates and organises workload while remaining aware of changing priorities and competing deadlines.
- Demonstrates ability to quickly shift from one task to another to meet multiple support needs.
- Establishes, builds and maintains effective working relationships with staff and clients to facilitate the provision of support.
- Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- High school diploma or equivalent. University or professional diploma in administration, IT, secretariat or related field is desirable.
- At least 4 years of relevant experience in secretarial, administrative and/or programme areas. Progressively responsible experience within the UN system in relevant field is desirable. Knowledge of UN systems and procedures is desirable. Experience in the use of computers and office software (MS Word, Excel, Powerpoint, etc.) is required.
- Fluency in written and oral Spanish and knowledge of English (written and oral) is required.
Important applicant information
All posts in the GS categories are subject to local recruitment.
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.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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Contract Duration: 1 Year with possibility for extension