Overview
Ensures the effective and efficient functioning of the Resident Representative’s office, managing information flow, deadlines, and commitments, while maintaining protocol procedures and confidentiality.
Key Responsibilities
- Maintenance of the Resident Representative’s calendar, contacts with high-ranking officials and visitors, arrangement of appointments and meetings
- Management and facilitation of RR missions and representation schedule. Accompany RR in events and missions and ensure smooth logistics and protocol.
- Support and facilitation for organization of meetings and events, both internal and external as needed (such as Board meetings, committees, team meetings, etc.)
- Follow up on external deadlines, commitments made, ensuring actions and decisions are anticipated with adapted prioritization and sufficient preparation and information.
- Building and maintaining a network of contacts with counterparts at Ministries, Embassies, international organizations and UN agencies, and facilitation of work with them.
- Assembling high-quality briefing material for RR and visitors for appointments, meetings, and missions.
- Interpretation between Arabic and English when required taking notes and preparing minutes of meetings
- Maintenance of rosters of high-level partners and contact lists.
- Preparation of correspondence, directives, comments on behalf of RR for signature and follow-up when required.
- Use of automated office management system for effective functioning of the RR Office.
- Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
- Facilitation of information sharing with and between Programme and Operations Teams.
- Follow up on internal deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Resident Representative.
- Screening and dispatching of all calls and correspondences incoming to the Resident Representative office and provide informal translations of short texts when needed.
- Maintenance of electronic and hardcopy filing system, ensuring safekeeping of confidential material.
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the Resident Representative’s office and UNDP country office units.
- Support to organization of advocacy and other CO events, as required
- Sound contributions to knowledge networks and communities of practice.
- Support to maintenance of Teams’ status reports, best practices, lessons learned, publishing on Programme intranet and other media sites.
- Organizations of specialized trainings for administration and protocol issues.
Required Experience
A minimum of 6 years (with secondary education) or 3 years (with Bachelor´s degree) of progressively responsible secretarial, administrative support at the national or international level is required. Experience in the usage of office equipment and office software packages (MS Word, Excel, Teams, Zoom, etc.) is required. Knowledge and experience in handling web-based management systems (i.e. Quantum/Oracle Cloud) is desirable. Prior experience as an Executive Associate is desired. Experience in preparing high-quality briefing materials is desired. Experience working with a UN organization or other development organization is desired.
Qualifications
Secondary education with specialized secretarial training is required. A university degree (bachelor´s degree) in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.
