Location : Phnom
Penh, CAMBODIA
Application Deadline : 28-Dec-12
Type of Contract : FTA
Local
Post Level : GS-5
Languages Required :English
Duration of Initial Contract : 1
year with possibility of extension
Background
Under the guidance and direct supervision of the Head of
Management Specialist , the Assistant ensures:
Effective and efficient functioning of the
Deputy Country Director’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 Program Assistant will provide
administrative and secretariat support to Head of Management Support Unit. The
Management Support unit provides support to the country office in strategic
planning, monitoring and evaluation, budgeting, quality control, resource
mobilization and partnership building, and compliance with the legal framework
of UNDP.
The
Assistant works in close collaboration with Programme units, Business
Development and Operations teams, UN Agencies and national authorities to
ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
Summary of key functions:
· Effective and efficient functioning
of the Deputy Country Director’s office
· Effective communications, administrative and
secreterate supports to the Management Support Unit.
· Accuracy and compliance of all legal
documents, communicating and filing maintained.
· Monitor web based tools – local intranet
and local website
Facilitation of knowledge building and management
1. Ensures effective and efficient functioning of the
Deputy Country Director’s office focusing on achievement of the following
results:
Management of
the Deputy Country Director’s 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 Deputy
Country Director’s schedule
Organization of
regular and ad-hoc meetings (ACD meetings, Management 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
Draft routine correspondence, interoffice circulars,
general briefing notes, documents, reports, and minutes of meetings when
requested, translations when required
Coordination of the information flow in the office and
dissemination of corporate and interoffice communication to programme staff as
required
Facilitation of information sharing with Management
Support, Programme and Operations Teams
Follow up on deadlines, commitments made, actions taken
and coordination of collection and submission of the reports to the Deputy
Country Director
Administration of travel, meetings, appointments and
briefings of Deputy Country Director. Including drafting of background notes
2. Ensures provision of effective communication,
administrative and secretary support to the Management Support Unit focusing on
achievement of the following results:
Organization of regular meetings and perform minutes secretary
Screening of all incoming communications, filter outgoing
correspondence for head of unit signature, clearance and further action by
other staff; wherever possible
Use of automated office management system
Maintenance of the filing system ensuring safekeeping of
confidential materials. Use of automated filing system
Coordination of inputs from various programme units and
follow-up with focal points upon request from the Head of the Management
Support Unit
Support to organization of training events if required
Coordination of the information flow in the office and
dissemination of corporate and interoffice communication to staff as required
Facilitation of information sharing with Programme and
Operations Teams
Administration of travel and leave for the Management
Support Unit team
Assist in the monitoring the Balanced Scored Card,
follow-up on target re-adjustment exercises (twice yearly) and monitor progress
Monitor HQs authorization of directly executed projects
and their annual renewal
Assist in tracking the status of donor agreements
(expiration; no cost extension)
3. Monitor web
based tools – local intranet and local website
Monitoring of programme content on UNDP local intranet
and follow up with programme focal points on updating content
Monitoring of the local UNDP website for the Deputy
Country Director to ensure regular updating by the communications team
4. 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.
Impact of Results
The key results have an impact on the effectiveness and
efficiency of the Deputy Country Director’s and the Management Support Unit’s
Offices.
Accurate analysis and presentation of information
strengthens operation the capacities of both offices, 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.
Competencies
Corporate
Competencies:
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 Country Director’s and Management
Support Unit’s Offices which including data/ schedule management, maintenance
of protocol, accuracy legal documents screening, smoothness of information
flow, quality of munites secreterates, draft formal letters
Ability to
communicate effectively in a bi-language, Khmer and English, environment
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
Consistently
approaches work with energy and a positive, constructive attitude
Remains calm, in
control and good humoured even under pressure
Demonstrates
openness to change and ability to manage complexities
Organization and Communication
Accuracy of information and communication flow
Effective
organization and arrangement
Systematic
filing, documentations
Required Skills
and Experience
Secondary Education. Specialized secretarial training or
office management is desirable
5 years of
relevant experiences in secretarial, administrative and office management
Experience in
the usage of computers and office software packages (MS Word, Excel, etc),
experience in handling of web based management systems
Fluency in the UN
and national language of the duty station
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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