Executive Assistant

Volunteering Admin

Overview

Provide administrative support and ensure effective communication for project success

You have:

• Secretarial, administrative, and programme/project experience is required at the national or international level.
• Experience in the use of computers and office software packages (MS Word, Outlook, Excel, etc.), database packages, and web-based management systems such as ERP.
• Prior experience working with governmental entities in Saudi Arabia or with the UN system is desirable.
• Specialized secretarial or office management training is desirable.
• University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.
• Ability to communicate in a clear, concise and unambiguous manner, both through written and verbal communication, and to tailor messages and choose communication methods depending on the audience.
• Excellent drafting, formulation, and reporting skills with accuracy and professionalism in document production and editing.
• Ability to work effectively in a multicultural team of international and national personnel.
• Ability to work with minimum supervision and meet tight deadlines.
• Have affinity with or interest in UNV/UNDP's work, volunteerism as a mechanism for durable development, and the UN system.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

The Riyadh Strategy 2030 vision is to transform the capital city into one of the world’s top ten city economies, doubling its population to 15–20 million people while increasing the number of visitors to more than 40 million by 2030. The strategy, which is due to be launched in 2022, will be implemented through 26 sectoral programmes, including more than 100 initiatives and over 700 pioneer projects across various sectors and in different parts of the city. Riyadh Municipality will therefore have an important role to play in the implementation of the strategy and the achievement of its vision. The strategic aim of the project is to enable Riyadh Municipality to more efficiently and effectively fulfil its mandate in the four areas of cooperation through the provision of substantive technical assistance, advisory and quality assurance services from UNDP. This will enable Riyadh Municipality to contribute effectively to the achievement of the Riyadh Strategy 2030 vision and Saudi Vision 2030. To this end, drawing on its extensive international expertise and experience in institutional strengthening, assisting municipal infrastructure and service delivery, and increasing community and voluntary engagement, UNDP will assist the achievement of the following four expected project outcomes based on the four agreed areas of cooperation:

1) Mayor’s Office has access to international best practices and uses up-to-date international expert advice in decision making. 2) Riyadh Municipality able to effectively use big data and evidence to support informed decision making on policy and strategy, and infrastructure development and service provision. 3) Public-private partnerships (PPPs) actively involved in infrastructure development and service delivery. 4) Increased and strengthened community and voluntary engagement through local bodies and digital channels.

The project will provide a strategic framework for UNDP to provide substantive technical assistance, advisory, and quality assurance services to Riyadh Municipality to deliver on its mandate and in particular, perform its functions more efficiently and effectively in the areas of cooperation that are the focus of this project. The project will capitalize on UNDP’s institutional and human capacity-strengthening expertise and experience and its strategic role as a central and impartial knowledge provider, builder of capacities, partnership broker, and facilitator of exchanges at country, regional and global levels. This UNV assignment is part of UNDP’s Saudi Arabia efforts to promote volunteerism and ultimately increase the capacity to respond to the various technical assistance demands from the counterparts.

Within the delegated authority and under the supervision of Programme Analyst or his/her designated mandated representative(s), the UN volunteer Executive Assistant will:

1) Ensure provision of effective communication and administrative support to the project through: • Facilitation of information sharing with the Project Team; • Dissemination of information to the project personnel and/or external partners as required; • Responding and/or directing inquiries for timely action and/or response; • Following up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports; • Drafting routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested; • Maintenance of the filing system and safekeeping of confidential materials; • Receiving high-ranking officials and answering calls/inquiries with tact and discretion; • Administration of travel, meetings, workshops, and appointments; • Support to the organization of workshops, trainings, and advocacy events if required.

2) Ensure efficient and discreet management of schedules, organization of regular and ad-hoc meetings, preparation of minutes and summaries of actions to be taken, and following up with focal points.

3) Ensure adherence to appropriate protocol and correspondence guidelines when communicating with Government and other external partners.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• 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. • Provide annual and end of assignment self-reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • 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. • Assist with the UNV Buddy Programme for newly arrived UN Volunteers

• Accountability • Adaptability and flexibility • Creativity • Planning and organising • Professionalism • Self-management

Secretarial, administrative, and programme/project experience is required at the national or international level. • Experience in the use of computers and offce software packages (MS Word, Outlook, Excel, etc.), database packages, and web-based management systems such as ERP. • Prior experience working with governmental entities in Saudi Arabia or with the UN system is desirable. • Specialized secretarial or office management training is desirable. • University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement. • Ability to communicate in a clear, concise and unambiguous manner, both through written and verbal communication, and to tailor messages and choose communication methods depending on the audience. • Excellent drafting, formulation, and reporting skills with accuracy and professionalism in document production and editing. • Ability to work effectively in a multicultural team of international and national personnel. • Ability to work with minimum supervision and meet tight deadlines. • Have affinity with or interest in UNV/UNDP’s work, volunteerism as a mechanism for durable development, and the UN system

Saudi Arabia is a unique and enriching environment that offers both personal and professional growth opportunities. While it's essential to respect and understand its deep cultural roots, flexibility and adaptability are key to making the most of your experience in the Kingdom.

National UN Specialist Volunteers in Saudi Arabia are entitled to:

• Monthly Volunteer Living Allowance (VLA) at the amount of SAR 13,080.41
• Annual and learning leaves;
• Free Medical and life insurance; and
• Free access to different learning platforms.

For more information on UN Volunteer benefits, entitlements and support, please visit: https://www.unv.org/volunteer-your-country-conditions-service

Apply now

Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: unv.org