UNDP Kenya Executive Assistant

United Nations Development Programme (UNDP) is UN’s global development organization. 

UNDP has a normative global mission as a pro-poor development agency to promote human rights, gender and the Millennium Development Goals.

Organizational Unit/Agency: UNDP Kenya
Languages required: English
Application deadline: 8 November 2012
Starting date: December 2012
Type of contract: Individual Contract
Duration of initial contract: 4 Months
Post Level: G5

Background

Under the guidance and direct supervision of the Deputy Country Director, the Executive Assistant ensures effective and efficient functioning of the Deputy Country Director’s 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 works in dose collaboration with Front Office, Programme and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Position Information

Under the direct supervision of the Deputy Country Director UNDP-Kenya, the duties and responsibilities of the Executive Assistant will be as follows:

1. Ensures effective and efficient functioning of the Deputy Country Director’s office focusing on achievement of the following results:

• Management of the Deputy Country Director’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
• Efficient and discreet management of the Deputy Country Director’s schedules
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
• Adherence to appropriate protocol and correspondence guidelines by Country Office team when communicating with Government and other external partners;
• Use of automated office management system
• Maintenance of rosters of high-level partners, telephone lists.

2. Ensures provision of effective communications and administrative 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 and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing with Management Support, Programme and Operations Teams.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Deputy Country Director.
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
• Administration of travel, meetings, appointments and briefings of Deputy Country Director. Including drafting of background notes.
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
• Support to organization of advocacy events if required ‘ Uses ERP and other results based management tools on administrative and programmatic matters (i.e. processing requisitions, finance/accounts management support, data interpretation on balance scorecard and Integrated Work Plan; generation of statistics and graphs based on existing tools
• Follow up on performance indicators/success criteria, targets and milestones, preparation of reports from Atlas

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 trainings for UNDP staff on coordination, administration and protocol issues

The full post description detailing the scope of work required academic qualifications and years of relevant work experience can be accessed on The UNDP Kenya website.

Application Procedure:

Interested and qualified persons should apply on the UNDP Kenya e-Recruitment portal located at http://www.ke.undp.org/erecruit. 

Applicants are required to fill and sign a Personal History Form (P11 Form) and submit it together with their online application. 

Applications received via other means will not be accepted.

Additional considerations

1. Applications received after the deadline will not be considered.
2. UNDP will only be able to respond to those applications in which there is further interest.
3. Preference will be given to equally qualified women.
4. UNDP as a matter of practice does not charge any application, processing or training fee at any stage of the recruitment. If you have any questions as to vacancy announcements you have received, please refer to the UNDP Kenya website.

 “UNDP is an equal opportunity employer which strives to achieve overall balance in its staffing patterns”.