Executive Assistant at United Nations Development Programme (UNDP)

Task description
Under the direct supervision of the Representative, the UN Volunteer will undertake the following tasks: Provide administrative support to the DRR:

• Provide administrative support to ensure the smooth and efficient functioning of the DRR front office.
• Coordinate the efficient and discreet management of the Representative’s schedule; Coordinates calendar and schedule of regular and ad-hoc internal meetings, prepare minutes and summaries of actions to be taken; track progress on planned issues; ensure follow-up with focal points.
• Adhere to appropriate protocol and correspondence guidelines when communicating with external partners.
• Assemble briefing materials and prepare power-points and other briefs for the DRR; Coordinate travel planning and logistical support arrangements for official missions of the DRR; Facilitate effective communications and information management support:
• Screen all incoming communications, filters outgoing correspondence for DRR signature, clearance, and further action by other staff; wherever possible.
• Facilitate the flow of information/communication between the DRR Office and other units.
• Review, prioritize and route correspondence to and from DRR Office; •Follow-up action and keep the DRR informed.
• Review correspondence for proper internal clearances prior to the DRR signature; Respond and/or direct inquiries to the appropriate Unit for timely action and/or response.
• Maintain and organize up to date hard and electronic files for easy access and retrieval.
• Ensure safekeeping of confidential materials; •Work and coordinate closely with Operations unit to ensure compliance with corporate guidelines. Support to external relations activities:
• Responsible for protocol matters, receives high ranking officials, and answer calls/inquiries with tact and discretion.
• Organizes official events/hospitality for the DRR.

Furthermore, UN Volunteers are required to:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day).
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country.
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities.
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.
• Assist with the UNV Buddy Programme for newly arrived UN Volunteers.
• Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.