Job DescriptionAgency UNDPTitle Executive Assistant (Open only to Cameroonians)Job ID 23870Practice Area - Job Family Management - ADMINISTRATIONVacancy End Date (Midnight New York, USA) 23/06/2019Duty Station Yaounde, CameroonEducation & Work Experience C-HS Graduate or Equivalent - 5 year(s) experience
Languages Required:Desired: English, FrenchGrade G5Vacancy Type TA LocalPosting Type ExternalBureau ManagementContract Duration Till December 2019
BackgroundUnder the guidance and direct supervision of the DRR, the Executive Assistant ensures effective and efficient functioning of the DRR 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 can supervise the secretarial and clerical staff of the office. The Executive Assistant works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and ResponsibilitiesEnsures effective and efficient functioning of the DRR office focusing on achievement of the following results:
Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.Maintenance of protocol procedures.Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.Preparation of informal translations.Management of DRR missions and representation schedule.Maintenance of rosters of high-level partners, telephone lists.Preparation of correspondence, directives, comments on behalf of DRR for his/her signature and making follow-up when required.Use of automated office management systems for effective functioning of the DRR office.
Ensures provision of effective communications support to the office focusing on achievement of the following results:
q Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.q Coordination of the information flow in the office, follow up on circulation files.q Facilitation of information sharing between UNCT and the UN Coordination Unitq Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to DRR.q Screening of all incoming calls and correspondence.q Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.Ensures facilitation of knowledge building and management focusing on achievement of the following results:
q Sound contributions to knowledge networks and communities of practice.q Organization of specialized trainings for secretaries.q Organization of trainings to UN staff on coordination, administration and protocol issues.
CompetenciesRequired Skills and ExperienceEducation:
At least Secondary education (Baccalaureate /GCE-A). University Degree or equivalent will be an assetExperience:
At least 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.Working experience with an international NGO or UN Agency will be an asset
Language Requirements: Fluency in French and English
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