Executive Assistant

Contract

This is a NPSA-4 contract. This kind of contract is known as National Personnel Services Agreement. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about NPSA-4 contracts.

Background

As the United Nations' lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, and institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance, and peacebuilding, and climate and disaster resilience. UNDP advocates for change and connects countries to global knowledge, experience, and resources to help people build a better life.

UNDP has supported Kyrgyzstan’s development progress since 1992 and supports the country in charting future pathways toward greater prosperity, resilience, and social cohesion. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and the private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations make us a trusted partner for national and international development stakeholders.

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity, and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency, and inclusion across all areas of work.

UNDP Country Office in Kyrgyzstan intends to contract a National Office Clerk to work on the Senior management support issues.

Duties and Responsibilities

• ?Full compliance of programme, administrative and logistics activities with UN/UNDP rules, regulations, policies, and strategies through collaboration with Programme and Operations teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, and agendas.
• Efficient and discreet management of the schedule of the Senior management.
• 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, filtering outgoing correspondence for supervisor signature, clearance, and further action by other staff; wherever possible.
• Adherence to appropriate protocol and correspondence guidelines by the CO team when communicating with external partners.
• Provide support to knowledge building and knowledge sharing in the CO, focusing on the achievement of the following results:

1. Participation in the training for the operations/projects staff on the relevant issues.
2. Contributions to knowledge networks and communities of practice.

Institutional Arrangement: Incumbent to report to Resident Representative.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from

mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of

adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies

OPERATIONAL EFFECTIVENESS

• Ability to perform a variety of repetitive and routine tasks and duties related to programme support
• Ability to review data, identify and adjust discrepancies
• Ability to handle a large volume of work possibly under time constraints
• Good knowledge of administrative rules and regulations
• Detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures, in-depth knowledge of office software applications relating to word processing data management presentation, ATLAS, as required
• Ability to operate and maintain a variety of computerized business machines and office equipment in order to provide efficient delivery of service
• Ability to organize and complete multiple tasks by establishing priorities

Managing data

• Collects and compiles data with speed and accuracy identifying what is relevant and discarding what is not, records it in an accessible manner and maintains data bases
• Thoroughly and methodically collects, verifies and records data demonstrating attention to detail and identifying and correcting errors on own initiative
• Transmits file data; creates and generate queries, reports and documents utilizing databases, spreadsheets, communications and other software packages with speed and accuracy

• Interprets data, draws conclusions and/or identifies patterns which support the work of others

  Managing documents, correspondence and reports

• Creates, edits and presents information (queries, reports, documents) in visually pleasing, clear and presentable formats such as tables, forms, presentations, briefing notes/books and reports using advanced word processing and presentation functions and basic database and spreadsheet software

• Edits, formats and provides inputs to correspondence, reports, documents and/or presentations using work processing, spreadsheets and databases meeting quality standards and requiring minimal correction
• Shows sound grasp of grammar, spelling and structure in the required language
• Ensures correspondence, reports and documents comply with established UN standards
• Ability to produce accurate and well documented records conforming to the required standard

Required Skills and Experience

Min. Education requirements

• Secondary education is required.

• A university degree in Business Administration, Linguistics, International Relations or a related field will be given due consideration, but it is not a requirement.

Min. years of relevant work

experience

4 years (with secondary education) or 1 year (for Bachelor’s Degree holders) of relevant experience in the area of program or administrative support.

Required skills

Experience in the usage of computers and office software packages (MS Word, Excel, etc.) is a must.

Desired skills in addition to the competencies covered in the

Competencies section

Experience in the preparation of minutes is highly desirable. Understanding of protocol and diplomatic etiquette-related topics is an asset. Solid experience in managing databases, documents, and correspondence is highly desirable. Experience in translating and interpreting is an advantage.

Required Language(s)

Excellent knowledge of English and Russian. Knowledge of Kyrgyz is an advantage.

The following documents shall be required from the applicants:

1. Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
2. A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
3. Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.