Executive Administrative Assistant Consultant, UNDP/BERA/QM

Location : New York, UNITED STATES OF AMERICA

Application Deadline :    02-Jul-18 (Midnight New York, USA)

Time left :   17d 21h 18m

Additional Category :Management

Type of Contract :  Individual Contract

Post Level :   National Consultant

Languages Required :English

Starting Date (date when the selected candidate is expected to start):     04-Sep-2018

Duration of Initial Contract :7 months

Expected Duration of Assignment :  7 months with possibility of extension subject to budget availability and performance
 
Background

In 2009, the UN Secretary-General designated H.M. Queen Máxima of the Netherlands as his Special Advocate for Inclusive Finance for Development (UNSGSA). The main function of the Office of the UNSGSA is to support Her Majesty in her global and country level work. For more information, please visit our website www.unsgsa.org

A small team works closely with Queen Máxima and her secretariat in The Hague to coordinate and advance her UN and G20 activities. The Office of the UNSGSA is housed at BERA/UNDP in New York and receives financial support from the Bill & Melinda Gates Foundation.
 
Duties and Responsibilities

The Office of the UNSGSA is seeking an executive administrative assistant, with excellent computer skills, attention to detail and organizational abilities, to support a fast-moving team.

The consultant will work from the Office of the UNSGSA in New York City. S/he will report to the Programme Analyst for daily management, and ultimately to the Director, Office of the UNSGSA.

The consultant will begin as soon as possible, and be responsible for:
Support preparation of UNSGSA official visits by helping to pull together all the material necessary for the briefing dossier; print and organize the briefing dossier for the team.
Support travel management processes by coordinating visa applications, obtaining security clearances when appropriate, preparing travel requests and travel claims in line with travel entitlements for the team and consultants.
Draft correspondence (standard letters, memos, faxes, etc.) using proper grammar, punctuation and style, and proofread materials.
Draft minutes of meetings and provide assistance in formatting/proof reading large documents.
Maintain current distribution lists, phone/address lists of contacts, and distribute documents for the team.
Manage filing system ensuring safekeeping of confidential materials.
Serve as a back-up to Programme Analyst on administrative tasks.
Conduct research and retrieve statistical data from internal and external sources and perform other analytical tasks as may be requested by the Director.
Expected outputs and deliverables:
Briefing dossiers for the UNSGSA missions.
Travel arrangements and travel claims of UNSGSA team members.
Draft letters and memos with proper grammar and spelling.
Proofread letters and other documents.
Search for biographies of people that the UNSGSA would meet and revise these biographies according to the Office format.
Ongoing: draft minutes of meetings, update and sustain office contact database, assist with electronic filing of documents, provide logistics support during events organized by the office.
 
Competencies

Development and Operational Effectiveness:
Very effective at multi-tasking, while maintaining high quality.
Attention to detail
Strong ability to learn.
Creative solutions:
Works toward creative solutions by analyzing problems carefully and logically.
Ability to work independently.
Priority setting:
Sets priorities, produces quality outputs, meets deadlines and manages time efficiently.
Achieving results:
High capacity to meet deadlines.
Focuses on achieving results for external and internal clients.
Technical knowledge:
Ability to prepare meeting minutes and proof-read documents.
Strong organizational skills.
Willingness to learn UNDP systems.
Team player:
Displays open, co-operative behavior with other team members.
Have a can do, whatever it takes to get it done attitude, comfortably with a certain fluidity and a fast-pace;
Convey a sense of humor, and ability not to be flustered and to find solutions across cultures.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Required Skills and Experience

Academic qualifications:
Diploma/Certificate in Secretarial Studies or Office Management or Business Administration; or University degree in Business or Public Administration.
Years of experience:
3 years of relevant experience in secretarial and administrative support services (travel, budget, proof reading, writing etc.) (required).
Experience in taking minutes.
Experience in drafting official correspondence and proof reading.
Strong capacity to meet deadlines.
Adept in use of multiple media –computers, smart phones, databases, etc. with strong skills in MS Word and Excel.
Experience in functioning in a fast-paced environment with high level senior executives and professionals is desirable.
Familiarity with UN/UNDP operations policies and guidelines as well as ERP systems, i.e. Atlas, PeopleSoft is a plus.
Language:
Fluency in written and spoken English is required; especially written skills
Working knowledge of Spanish is a plus.
Application Procedure

The application package containing the following (to be uploaded as one file):
Online application with brief description of why the Offer considers her/himself the most suitable for the assignment; and
Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references.
For More Details and To Apply:

https://jobs.undp.org/cj_view_job.cfm?cur_job_id=79453