Programme Assistant
Abuja
- Organization: UNDP - United Nations Development Programme
- Location: Abuja
- Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
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Occupational Groups:
- Operations and Administrations
- Administrative support
- Project and Programme Management
- Closing Date: Closed
Background
Duties and Responsibilities
- Effective and efficient functioning of the Country Director’s and Deputy Country Director (Programmes) offices
- Effective communications and administrative support to the office
- Facilitation of knowledge building and management
1.Ensures effective and efficient functioning of the Country Director’s and Deputy Country Director (Programmes) office focusing on achievement of the following results:
- Management of the 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 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 CO team when communicating with Government and other external partners;
- Use of automated office management system
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, and Programme and Operations Teams.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the 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 Country Director/Deputy Country (Programme). 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
- Sound contributions to knowledge networks and communities of practice.
- Organization of trainings for UNDP staff on coordination, administration and protocol issues.
Competencies
- Demonstrates commitment to UNDP’s mission, vision and values.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- To display high levels of professionalism, intergrity.
Required Skills and Experience
- Secondary Education with specialized administration, development and office management. University Degree or equivalent in Social Sciences, Administration , Management or Development or relevant field would be desirable .
- 5 years of progressively responsible secretarial, administrative, international development, programme management experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel), and handling of web based management systems.
- Fluency (both written and spoken) in English.
- Ability to communicate in at least one national language
Disclaimer
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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