Executive Assistant to the Resident Representative, Lusaka, Zambia


Closing date: Friday, 15 July 2016

Education & Work Experience: E-Technical School - 5 year(s) experience, G-Bachelor's Level Degree - 10 year(s) experience
G6
Vacancy Type
FTA Local
Posting Type
External
Bureau: Africa
Contract Duration: 1 Year with possibility for extension
Open to Zambian Nationals only.
Background Under the guidance and direct supervision of the UNDP Resident Representative/ UN Resident Coordinator, the Executive Assistant ensures effective and efficient functioning of the 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 and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
  • Effective and efficient functioning of the UNDP Resident Representative/UN Resident Coordinator's office
  • Effective communications and administrative support to the office
  • Facilitation of knowledge building and management
Ensures effective and efficient functioning of the RR/RC's office focusing on achievement of the following results:
  • Management of the RR/RC's office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
  • Maintenance of the RR/RC's calendar, contacts with high-ranking visitors, arrangement of appointments and meetings and/ taking minutes, including efficient management of the mission and representation schedule.
  • Preparation of correspondence, directives, comments on behalf of the RR/RC for signature; making follow–up when required.
  • 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 communication, filter outgoing correspondence for supervisor's signature, clearance and further action by other staff; wherever possible.
  • Adherence to and maintenance of appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
  • Use of automated office management system
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