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Coordination Secretary (RCO)

Job Category:
Secretarial
Career Level:
Job Type:
Full Time
Positions:
1
Agency / Project:
UNDP
City/Location:
Islamabad
Country:
Pakistan
Posted On:
08 June, 2009
Last Date to apply:
21 June, 2009
Experience in years
2 to 4
Experience:

 Superior secretarial and organizational skills, including advanced word processing and ease with electronic communication in general.
 Minimum 2 years experience as an administrative secretary/assistant.
 Experience in a multinational environment would be considered an asset.
 Familiarity with internet interfaces, office software and functional understanding of excel

Description:
 

BACKGROUND

Background: The United Nations Secretary General constituted a High Level Panel on UN Reform (UN System-wide Coherence) at the global level of which Pakistan is Pilot country. The reform’s objective are too reduce fragmentation and improve efficiency and effectiveness within the UN and within government towards better development service delivery. A key recommendation is to establish ‘One UN’ at the country level with one leader, one programme, one budgetary framework, one management practice, and wherever appropriate, one office. “Delivering as One” in Pakistan UN is the result of a UN Reform process that will bring together the strengths of all UN agencies to increase efficiency and efficacy in a transparent and accountable manner for better service delivery to the beneficiaries and coordination and support to the Government, Donors and implementing partners, contributing significantly towards human development for the people in Pakistan – especially the Millennium Development Goals (MDGs), United Nations Development Assistance Framework (UNDAF) and Poverty Reduction Strategy Paper (PRSP) that outline government priorities – and to deliver humanitarian assistance when necessary and further aligning its activities with national priorities and procedures in line with the Paris Declaration on Aid Effectiveness .
The Reform process in Pakistan includes Five Thematic Areas and Four Cross Cutting Issues:

Joint Programs in the five focus areas:
i. Agriculture, Rural Development and Poverty Reduction
ii. Health & Population
iii. Education
iv. Environment
v. Disaster Risk Management

The four cross-cutting issues of human rights, gender equality, civil society engagement and refugees are an essential part of the One Program.  The Government and the UN Country Team are committed to addressing those issues in a holistic and integrated manner, ensuring that they are treated harmoniously within the Joint Programs.
The planning phase of the ONE UN in Pakistan is coming to completion and the implementation of the ONE UN Program will begin in 2009.

The RCO Resident Coordinators Office is responsible in coordinating the process in Pakistan.

Responsibilities in Outline: The candidate selected will work within the Office of the Resident Coordinator, reporting to Coordination Support staff and the Senior Coordination Officer .The  work includes 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


 All necessary administrative arrangements for the monthly Inter Agency meetings and other RC chaired internal meetings such as HOAs etc.

 Preparation of the relevant documentation in advance and ensuring its dissemination to various agencies

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

 Facilitating all activities related to travel/logistics arrangements for all RCO staff; e.g. preparing and ensuring security clearance and DSA reimbursement claims are processed on timely basis

 Assisting in operations coordination and event management and facilitating coordination with Donors, Government counter parts and UN agencies in the different provinces

 Managing contact databases and email distribution lists for Islamabad which can be used to contact agencies and organizations

 Maintaining an up-to-date distribution list of Donors, and senior Government officials, Diplomatic Corps, International NGOs and other partners with telephone numbers, e-mail addresses, faxes etc

 Preparing required documentation regarding visa extensions, R&R requests, UNLP renewals, and non-diplomatic ID card for initial processing and renewal

 Maintaining stock files
 
 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.

 Drafting standard letters, memos, e-mail messages and other correspondence as and when required

 


Education
Must Degree Degree Level Country Description
YesGraduateBachelors Degree (2-3 Years)Graduate degree with an excellent command of the English language both spoken and written