Administrative Assistant

Job Posting Organization:
The United Nations Development Programme (UNDP) has been present in Sao Tome and Principe since 1976, focusing on helping the country meet its international commitments, particularly in achieving the Sustainable Development Goals outlined in the UN's Agenda 203

• The organization operates with a mission to support inclusive social systems, climate action, natural resource management, energy, green and blue growth, and transparent and accountable institutions. The UNDP aims to enhance the capabilities of the local population and government to address various challenges, including those posed by external shocks and geopolitical disruptions.

Job Overview:
The Administrative Assistant will work under the direct supervision of the Resident Representative and will closely collaborate with the operations, programs, and project teams within the Country Office, as well as with staff at UNDP headquarters. The role involves providing daily support to the Resident Representative and, when necessary, to the Deputy Resident Representative and other senior officials, including managing their schedules. The UNDP adopts a portfolio approach to meet evolving business needs and leverage connections between interventions to achieve strategic objectives. Therefore, staff are expected to work within units, functions, teams, and projects in multidisciplinary teams to enhance and enable horizontal collaboration. The position requires a proactive approach to ensure effective and efficient functioning of the Resident Representative's office, including maintaining high-quality documentation and communication, managing administrative and logistical services, and supporting knowledge sharing within the Country Office.

Duties and Responsibilities:

• Ensure the effective and efficient functioning of the Resident Representative's office by adhering to protocol procedures, maintaining profiles and directories of high-level contacts, conducting research, preparing high-quality briefing notes, managing senior officials' missions and representation schedules, and preparing correspondence for signature.
• Support administrative and logistical services by maintaining filing systems, coordinating information flow, facilitating communication within the UN Country Team, tracking deadlines and commitments, filtering incoming calls and correspondence, providing protocol advice, organizing meetings, translating documents, and supporting travel arrangements.
• Maintain the registry system and manage correspondence, ensuring secure storage and accessibility of documents, managing archives, and preparing reports related to registry activities.
• Support knowledge creation and sharing within the Country Office by participating in staff training, contributing to knowledge networks, and drafting meeting minutes.
• Perform any other tasks as assigned by UNDP management as needed.

Required Qualifications:
Candidates must possess a secondary education. A university degree in Business Administration, Public Administration, or a related field is desirable but not mandatory. Certifications in administration and procurement are preferred. Candidates should demonstrate excellent computer skills, particularly in MS Office and graphic software, and familiarity with web-based management systems is an asset. Strong organizational, planning, and priority management skills are essential, along with the ability to handle multiple tasks simultaneously while maintaining confidentiality and precision.

Educational Background:
A secondary education is required. A university degree (Bachelor's) in Business Administration, Public Administration, or a related field will be considered, but is not a requirement. Certifications in administration and procurement are desirable.

Experience:
A minimum of 5 years of relevant experience in administration or program support services is required for candidates with a secondary education, or 2 years for those with a bachelor's degree. Experience in using office software and web-based management systems is essential. Proven organizational, planning, and priority management skills are necessary, along with the ability to manage multiple tasks and meet tight deadlines.

Languages:
Fluency in Portuguese and French is required. Knowledge of English is an advantage.

Additional Notes:
The position is full-time, and the UNDP is committed to equal opportunity employment, valuing diversity and encouraging qualified candidates from all backgrounds to apply. The UNDP does not charge any fees during the recruitment process and maintains a zero-tolerance policy towards harassment and discrimination.