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Administrative Assistant

Job Category:
Admin Assistants
Career Level:
Job Type:
Full Time
Positions:
2
Agency / Project:
UN
City/Location:
Islamabad, Pakistan
Country:
Pakistan
Posted On:
12 February, 2007
Last Date to apply:
26 February, 2007
Experience in years
2 to 4
Experience:

2-3 years of relevant experience
Excellent command of the English language, spoken and written.
Superior secretarial skills, including advanced word processing and ease with electronic communication generally.

Some experience of administration and logistics would be an advantage.
Some experience as an administrative secretary would be necessary.

Experience in a multinational environment would be an asset.

Description:
 

BACKGROUND

Background: The UN Resident Coordinator (RC) is appointed by the Secretary-General, accredited to the Government of Pakistan, and charged with leading the UN's development work in Pakistan, as well as coordinating the work of the various UN agencies in the country.
Responsibilities in Outline: The candidate selected will work within the Office of the Resident Coordinator, reporting to several professional staff in the Inter-Agency Support Unit, and ultimately to the RC himself. Although the work will include routine secretarial and clerical work, it also entails substantial independent work, setting up meetings, devising schedules, and logistical arrangements. The work also involves finalization of documents for circulation and/or publication. There is substantial personal liaison with senior UN agency and donor agency personnel.

SCOPE OF WORK 

Coordinating all necessary administrative/logistical arrangements for the monthly Inter Agency meetings and other RC chaired internal meetings such as HOAs, etc. 

Preparing the relevant documentation in advance and its dissemination to various agencies 

Ensuring follow-up from various Agency Heads by calling and confirming attendance of invitees. 

Drafting standard letters, memos, and e-mail messages. 

Collection of background material and forwarding of correspondence to relevant agencies. Finalization of documents for circulation and/or publication from IASU. 

Maintaining an up-to-date distribution list of Heads of UN Monthly Agencies, Donors, NGOs and senior Government officials, with telephone numbers, e-mail addresses, faxes and so on. 

Obtaining, researching and organizing materials needed by the RC and IASU professional staff, in connection with project and administrative matters. 

Maintaining stock file and responding to requests for UN System and IASU reports. 

Organizing and maintaining a well-structured and confidential filing system through Electronic Document Management System (EDMS). 

Handling a wide range of telephone/fax/e-mail inquiries from Embassies, Government Offices, NGOs and the public and referring these, when necessary, to the relevant officers.

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 and development in one or more practice areas, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness 
Ability to perform a variety of repetitive and routine tasks and duties related to arrangement of meetings, office and vehicle maintenance and general administration work. 
Ability to review data, identify and adjust discrepancies 
Ability to produce accurate and well documented records conforming to the required standard 
Ability to handle a large volume of work possibly under time constraints 
Good knowledge of administrative rules and regulations 
Strong IT skills

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

Qualified Women are particularly encourged to apply


Education
Must Degree Degree Level Country Description
YesSecondary School CertifcateMatriculation / O levelsUnviersity degreee will be desirable but not a requirement