CAMEROONIANS)
Location :Yaounde, CAMEROON
Application Deadline :28-Mar-14
Type of Contract :FTA Local
Post Level :GS-5
Languages Required :English French
Background
Under the guidance and direct supervision of the Deputy Resident Representative (DRR), the Executive Assistant ensures effective and efficient functioning of the DRR'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 Front Office, Programme, Business Development and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
1. Ensures effective and efficient functioning of the DRR's office focusing on achievement of the following results:- Management of the DRR's office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the Country Office (CO) team.
- Efficient and discreet management of the DRR'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
- 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.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the DRR.
- 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 the DRR, 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.
- 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 UNDP staff on coordination, administration and protocol issues.
Competencies
Functional Competencies:
Building Strategic PartnershipsLevel 1.1: Maintaining information and databases- Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis- Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change- Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems- Uses information/databases/other management systems
Client Orientation
Level 1.1: Maintains effective client relationships- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information- Gathers and disseminates information on best practice in accountability and results-based management systems
Core 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 making
Required Skills and Experience
Education
Secondary Education (Baccalaureat or GCE Advanced level) in secretariat. University degree with specialized secretarial training or office management is an assetExperience5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.LanguageFluency in English and French
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.
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