United Nations Development Programme (UNDP)

Executive Assistant (The United Nations Resident Coordinator)

United Nations Development Programme (UNDP)

Job Description

The UN Resident Coordinator is the highest-ranking representative of the UN development system in the Kingdom of Saudi Arabia. The Resident Coordinator, supported by the RC Office, leads the UN Country Teams and coordinates UN support to Saudi Arabia in implementing the 2030 Agenda. The Resident Coordinator is the designated representative of – and reports to – the UN Secretary-General. The Executive Assistant position is located in the UN Resident Coordinator’s Office in Riyadh, Saudi Arabia and reports directly to the UN Resident Coordinator. The Executive Assistant has a critical role in supporting the RC through the efficient running of the RC Office, managing protocol, and managing the RCs schedule and official communication. 1)            Ensures effective and efficient functioning of the RC 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 including preparation of Notes Verbale to MoFA on all subject matter, management of the UN RCO access to the MoFA portal including registering requests including overflights of UN aircraft, and follow up with relevant departments of MoFA and other ministries and entities on required or requested actions. •             Coordinate preparation of high-quality briefing materials for supervisor for appointments, meetings, missions. •             Preparation of informal translations. •             Management of RC mission planning and representation schedule. •             Maintenance of rosters of high-level partners contact lists. •             Preparation of correspondence, directives, comments on behalf of RC for his/her signature and follow-up when required. •             Use of automated office management systems for effective functioning of the RC office. 2)            Ensures provision of effective communications support to the office focusing on achievement of the following results: •             Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system. •             Coordination of the information flow in the office, follow up on circulation files. •             Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC. •             Screening of all incoming calls and correspondence. •             Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division. 3)            Ensures facilitation of knowledge building and management focusing on achievement of the following results: •             Sound contributions to knowledge networks and communities of practice. •             Organization of briefings to UN staff on administration and protocol issues. Impact of Results The key results have an impact on the efficiency of the RC office.  Accurate analysis and presentation of information strengthens the capacity of the RC office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization. Core     Innovation Ability to make new and useful ideas work Level 3: Adapts deliverables to meet client needs Leadership Ability to persuade others to follow Level 3: Proactively seeks and recognizes contributions of others People Management Ability to improve performance and satisfaction Level 3: Appropriately involves team in different stages of work and decision-making Communication Ability to listen, adapt, persuade and transform Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation Delivery Ability to get things done while exercising good judgement Level 3: Takes responsibility for addressing critical situations and delivering core value Technical/Functional     Building Strategic Partnerships Analyzes general information and selects materials in support of partnership building initiatives Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Promoting Organizational Learning and Knowledge Sharing Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Job Knowledge/Technical Expertise Understands the main processes and methods of work regarding to the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Promoting Organizational Change and Development Demonstrates ability to identify problems and proposes solutions Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Design and Implementation of Management Systems Uses information/databases/other management systems Provides inputs to the development of simple system components Makes recommendations related to work procedures and implementation of management systems Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Client Orientation Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with internal and external clients Responds to client needs promptly Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Promoting Accountability and Results-Based Management Gathers and disseminates information on best practice in accountability and results-based management systems Prepares timely inputs to reports Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work Education:        Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement. Experience:      6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level in combination with Secondary Education with specialized secretarial training. 3 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level in combination with a bachelor’s degree or equivalent Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems. Language Requirements:          Proficiency in written and oral English & Arabic Other:   Describe any additional qualifications: •           Experience working in an international organization/company •           Experience with protocol and knowledge of the KSA Ministry of Foreign Affairs
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