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Executive Assistant to DRR (Operations)

Job Category:
Career Level:
Job Type:
Full Time
Agency / Project:
Posted On:
03 January, 2007
Last Date to apply:
17 January, 2007
Experience in years
2 to 4

General office experience of at least three years with specialized experience in office management. The prospective candidate should be energetic, a quick learner and a team player with pleasant personality. S(he) should be capable of working under pressure with the ability to complete tasks within strict deadlines with accuracy and precision. The candidate must be result oriented and willing to learn and add value to the Operations Division’s work.


Organizational Context:

Under the guidance and direct supervision of the DRR (O), the Executive Assistant to DRR (O) ensures effective and efficient functioning of the DRR (O) office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

Scope of Position: Working under the overall supervision of the Director of Operations, the Secretary will perform the following functions:

Ensures effective and efficient functioning of the DRR (O) office focusing on achievement of the following results:

Arranges appointments and meetings both internal and external, some involving high-ranking officials and maintains supervisor's calendar.

Reminds DRR to return phone calls and attend meetings/appointments. Takes minutes and/or notes at meetings and receives visitors, places and screens telephone call

Takes dictations on a variety of subject matters, types correspondence, documents and reports, some of which are highly confidential.

Receives and screens all incoming correspondence; logs and routes the same, attaches necessary background information and maintains follow-up system. Screening of all incoming correspondence for DRR's reading action.

Checks correspondence for conformity with established procedures and accuracy of statement before being signed by supervisor. Drafts non-substantive correspondence and ensures follow up.

To handle UN Agencies fellowships, participation of Government officials to seminars, workshops and study tours.

Maintains policy, confidential and general files

Selects and makes pertinent abstracts and undertakes searches for information on the website of UNDP and other UN Agencies for the benefit of the work of the Supervisor. Prepares briefing materials for DRR for use in official trips. Makes travel arrangements for supervisor

Performs liaison duties with other units. Organizes work and distribution of paper-flow among the various programme units. Participates in the organization and prepares for staff meetings.

Prepares monthly visitor's list using an automated programme for the donor community in Pakistan and distributes it to the concerned UN agencies.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Provides back-stop assistance to RR Secretary (if required).

Performs other duties as required.

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 specialized activities aimed at effective and efficient functioning of DRR (O) office, including data/ schedule management, maintenance of protocol, information flow.
 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 humored even under pressure
 Demonstrates openness to change and ability to manage complexities

(Qualified Women are particularly encouraged to apply)

Must Degree Degree Level Country Description
YesSecondary Education Matriculation / O levelsSecondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.