Executive Assistant to Deputy HoO (Re-advert)

Location: Kenya - Nairobi

I. Position InformationType of Contract: Fixed Term (100 Series)
Level: ICS 5 (Equivalent of GS5 level)
Duty Station: Nairobi, Kenya (Relocation to Somalia when situation permits)
Duration: One Year (With possibility of extension)
Supervisor: Deputy Head of Office
Date of Issue: 6th February 2009
Closing Date: 20th February 2009II.

Background

Under the guidance and direct supervision of the Deputy Head of Office, the Executive Assistant supports the Deputy Head of Office to ensure effective support to the field and coordinate meetings hosted by OCHA.

The Executive Assistant works in close collaboration with UNOCHA staff, particularly those based in the field UN Agencies, national authorities, UNOCHA HQs staff to ensure efficient flow of information, follow-up on action points, draft correspondence, minutes and notes.

III. Functions / Key Results Expected

1. Ensures effective and efficient functioning support to field and coordination structures focusing on achievement of the following results:

• 
  Coordinate and maintain calendar of meetings, establish contact with stakeholders, arrange appointments, draft correspondence; research for briefing materials, take minutes.
• Support the coordination of the Intercluster coordination meeting.
• Assist the Executive Associate in the timely preparation of relevant papers and documents for meetings, seminars, workshops and conferences, and in the finalization of relevant reports.
• Maintenance of directory and mailing list of partners.
• Support the Deputy Head of Office in follow-up of action points.
• Administration of travel, meetings, appointments and briefings for Deputy Head of Office.
• use of automated office management systems for effective functioning of the office.
• Assist in the logistical arrangement for visiting missions including arrangement of security briefings for those traveling to the field.

2. Ensures provision of effective communication support to the Deputy Head of Office to achieve the following results:

• Organize incoming and outgoing correspondence including, maintenance of the filing system ensuring safekeeping of confidential materials by use of an automated filing system.
• Presents proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
• Draft correspondence and reports covering coordination issues, compile statistical data, conduct follow up and respond to queries.
• Prepare and disseminate briefing packs upon request.
• Draft and finalize correspondence, reports and other documents, and ensure correctness of style and compliance with UN standards;
• Participate in the organization and preparation of special meetings and take minutes and/or notes.

3. Ensures administrative support to the office:

• Carry out all administrative tasks relating to the organization of missions, meetings, seminars, workshops and conferences, such as arranging venues, travel, etc.
• Make arrangements for official travel of the Deputy Head of Office, communicate with meeting organizers/country offices on logistics; set itinerary, follow, obtain clearances, visas, tickets necessary for travel.
• Any other assignments at the request of the other staff

IV. CompetenciesCorporate Competencies:

• Promotes the vision, mission, and strategic goals of the UN.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

• Knowledge Management and Learning
• Promotes a knowledge sharing and learning culture in the office
• Shares knowledge and experience and contributes to OCHA Practice Areas and actively
• works towards continuing personal learning and development

Development and Operational Effectiveness

• Ability to plan and establish priorities; excellent coordinating skills
• Demonstrates strong oral and written communication skills
• Excellent analytical skills
• Good interpersonal skills;
• Ability to think strategically and the ability to translate this into practical and feasible operational actions.
• Good command of MS Office applications (including Word, Excel, PowerPoint), and advanced knowledge of web based management systems desirable (Atlas etc).

Self- Management

• Flexible and responsive with a client-oriented approach;
• Focuses on impact and result for the client and responds positively to critical feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Resourcefulness, initiative, and maturity of judgment.
• Ability to work under pressure and meet strict deadlines
• Remains calm, in control and good humored even under pressure
• Demonstrates the highest level of discretion and helpfulness in a manner that reflects positively on the office.

V. Recruitment Qualifications Education:

- Secondary Education preferably with specialized certification in Accounting, Administration, Finance or other related field.
University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

• 5 to 6 years of progressively responsible administrative experience.
• Experience in the usage of computers and office software packages (MS Word, Excel, access etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems
• Basic working knowledge of United Nations systems is an asset;
• Working experience in an international development organization and/or working in an environment with high demands on effective delivery and flexibility preferred.

Language Requirements:

- Fluency in English, both verbal and in writing is essential; working knowledge of at least one other official UN language is desirable.

How to applyPlease send your curriculum vitae, marked “Executive Assistant to Deputy Head of Office– UNOCHA Somalia” by 20th February 2009 to:

The Deputy Country Director (Operations),
United Nations Development Programme - Somalia,
P.O. Box 28832, 00200
Nairobi, Kenya, e-mail: registry.so@undp.org.
*Applicants who responded to the previous advertisement need not apply again.
Women are strongly encouraged to apply.
Applicants are required to fill the P11 Form and submit it together with the application.
Find the P11 Form for Fixed Term Contract Holders on the link below:http://www.so.undp.org/P11_Form_For_Fixed_Term_and_ALDs.docUNDP will only be able to respond to those applications in which there is further interest.
This vacancy announcement is also available on http://jobs.undp.org/

Reference Code: RW_7P8A8Y-26