The
United Nations House
in Maseru - Lesotho |
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Contact UNDP Lesotho Newsroom |
For more Inquiries
Phone: (+266) 22 313 790
E-mail:
mpho.sesoane@undp.org
Fax: (+266) 22 310 042 |
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executive
assistant to DRR |
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UNDP is the UN’s global development network, advocating for change
and connecting countries to knowledge, experience and resources to
help people build a better life. We are on the ground in 166
countries, working with them on their own solutions to global and
national development challenges.
Are you
interested to join a highly motivated and dynamic environment? Do
you have the ability required to be part of the country office’s
team? We seek a responsible, well spoken, dependable and highly
organized individual with a professional approach to their work for
the position of:
Executive
Assistant (to DRR)
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UNITED
NATIONS DEVELOPMENT PROGRAMME
JOB DESCRIPTION
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I.
Position Information
Job code
title:
Executive Assistant (to DRR)
Grade:
ICS 5
Position No:
00000954
Supervisor: Deputy
Resident Representative (DRR)
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II. Organizational Context
Under the
guidance and direct supervision of the Deputy Resident
Representative, the Executive Assistant ensures effective and
efficient functioning of the Deputy Resident 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 Front
Office, Programme, Business Development and Operations teams, UN
Agencies and national authorities to ensure efficient flow of
information, actions on instructions, agendas.
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III. Functions / Key Results
Expected
Summary of Key Functions:
- Effective
and efficient functioning of the Deputy Resident
Representative’s office
- Effective
communications and administrative support to the office
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Facilitation of knowledge building and management
1.
Ensures effective and efficient
functioning of the Deputy Resident Representative’s office
focusing on achievement of the following results:
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Management of the DRR’s office, ensuring an environment of
professionalism and team work at all times, and setting
exemplary standards of conduct for the CO team.
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Maintenance of the supervisor’s calendar, contacts with UNDP
partners, high-ranking visitors, arrangement of appointments and
meetings, recording of the minutes and follow-up on decisions
made.
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Maintenance of Protocol procedures.
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Maintenance of up-to-date filing system ensuring safekeeping of
confidential matters and use of automated filing system.
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Management of the Deputy Resident Representative’s missions and
representation schedule.
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Preparation of a register as a follow-up mechanism on
correspondence for his signature.
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Use of
automated office management systems for effective functioning of
the Deputy Resident Representative’s office.
2. Ensures
provision of effective communications and administrative support
to the office focusing on achievement of the following
results:
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Maintenance of
filing system, ensuring safekeeping of confidential materials.
Use of automated filing system.
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Coordination of
the efficient flow of information in the office of the Deputy
Resident Representative.
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Clearance of
correspondence for conformity with established procedures and
accuracy of statements being signed by the Deputy Resident
Representative.
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Follow-up on
deadlines, commitments made, actions taken and coordination of
collection and submission of the reports to the Deputy Resident
Representative.
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Screening of
all incoming calls and responds in professional, accurate and
appropriate manner.
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Preparation of
travel arrangements for the Deputy Resident Representative and
perform liaison duties with other units for smooth arrangements.
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Backstopping
the Executive Associate to the RR/RC and IT Associate.
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Presentation of
proposals to eliminate communication bottlenecks in the office
and streamline office procedures between the supervisor’s office
and subordinate division.
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Support to
organization of advocacy events if required.
3. Ensures
facilitation of knowledge building and management focusing
on achievement of the following results:
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Sound
contributions to LAN knowledge networks and communities of
practice.
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Organization of
trainings for UNDP staff on coordination, administration and
protocol issues.
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Pursue personal
development and undertake mandatory courses on the UNDP Learning
Platform.
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IV. Impact of Results
The key results
have an impact on the efficiency of the Deputy Resident
Representative’s office. Accurate analysis and presentation of
information strengthens the capacity of the Deputy Resident
Representative’s office and promotes the image of UN/UNDP as an
effective contributor to the development of the country.
Incumbent’s own initiative is decisive in results of work and
timely finalization.
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V. Competencies and Critical Success Factors
Corporate Competencies:
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Demonstrates commitment to UNDP’s mission, vision and values.
- Displays
cultural, gender, religion, race, nationality and age
sensitivity and adaptability
Functional Competencies:
Knowledge Management and Learning
- Shares
knowledge and experience
- Actively
works towards continuing personal learning, acts on learning
plan and applies newly acquired skills
Development and Operational Effectiveness
- Ability
to perform a broad range of activities aimed at effective and
efficient functioning of Deputy Resident Representative’s
office, including data/ schedule management, maintenance of
protocol, information flow.
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Confidentiality
- Ability
to provide input to business processes re-engineering,
elaboration and implementation of new data management systems
Leadership and Self-Management
- Focuses
on result for the client and responds positively to feedback
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Consistently approaches work with energy and a positive,
constructive attitude
- Remains
calm, in control and good humored even under pressure
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Demonstrates openness to change and ability to manage
complexities
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VI.
Recruitment Qualifications
Education:
Experience:
3 to 5 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.
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Language
Requirements: Fluency in English and Sesotho |
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CONTACT DETAILS
Applications, complete with CV and certified copies of
educational certificates, should reach UNDP not later than 13.00
hrs, Friday, 31st August, 2007 addressed to:
The Resident
Representative
United
Nations Development Programme
3rd Floor UN
House
P.O. Box 301
MASERU
Alternatively applications can be e-mailed to:
jobfair2.ls.leonceh@undp.org
Job
Descriptions can be also be viewed on the UNDP Notice Board on
the third Floor of UN House.
Only short
listed candidates will be responded to. Salary negotiable and
commensurate with work experience and qualifications. |
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