Location :
Almaty, KAZAKHSTAN
Application Deadline :
30-Oct-13
Type of Contract :
TA Local
Post Level :
GS-5
Languages Required :
English Russian
Duration of Initial Contract :
11 months
Background
The Office Secretary position is located in a Country Office (CO). Under the guidance and supervision of the Assistant Representative (AR), the Office Secretary provides administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.
Duties and Responsibilities
The incumbent performs senior level communications, administrative and secretarial support to the AR in close collaboration with the administrative/financial, programme and project staff to ensure consistent service delivery. The incumbent also provides organizational functions of the office in terms of: providing effective communications support to the office; ensure facilitation of knowledge building and management and logistical support.
Major Activities/Expected Results :
· Receives visitors, places and screens telephone calls and answers with discretion, responds to routine requests for information, follows up on urgent and important responses;
· Assists in preparing correspondence for supervisor’s signature, checking enclosures and addresses, typing a wide variety of materials from drafts, printed texts and dictating machines, proof-reads, drafts non-substantive correspondence on routine matters; receives, screens, logs and routes correspondence. Maintains continuous and accurate/up-dated flow of information between staff.
· Ensures effective office functioning by maintaining a proper filing system, office records and reference files on various subjects, policy, confidential and general files which allow easy retrieval of files and records. Manages and maintains the office library.
· Provides overall logistical support to all staff members, UNFPA international staff and consultants, counterparts and others.
· Assists in the procurement of office and project equipment, supplies and services in accordance with UNFPA rules and regulations. Ensures a stock of office supplies (stationery), and ensures that maintenance services are provided on time. Maintains up-to-date inventory records.
· Accomplishes functions of custodian of country office assets with logging them in and out and with full responsibility for them when not logged out to other staff members; keeps petty cash and provides the appropriate reporting on its disbursements.
· Makes travel arrangements, including travel authorizations, purchasing air tickets, booking hotels, obtaining visas.
· Assists in preparing activities organized by UNFPA: press-conferences, meetings, workshops, public announcements to the mass media, partners and NGOs.
· Functions as UNFPA learning manager by drafting learning and training plan for the UNFPA staff, and assisting in identifying and selecting the appropriate resources and tools for its implementation.
· Acts as national and international media liaison by building partnerships with mass media to publicize major UNFPA initiatives in close collaboration with heads of units and the management of the CO. Responsible for maximum usage of internet for outreach within the UNFPA system, the development community and the general public in cooperation with the IT specialists. Maintains overall coordination with other media outreach units of UN.
· Prepares draft minutes of staff meetings, communicating them to the participants, receiving their feedback and finalizing the minutes upon entering the amendments and comments proposed.
· Perform Buyer’s functions in ATLAS.
· Perform duties of the leave monitor.
· Undertakes other tasks as may be assigned by supervisor.
Competencies
Core Competences:
Values/Guiding principles:
- Integrity
- Commitment to the Organization and its Mandate
- Cultural Sensitivity / Valuing Diversity
Developing People:
- Developing People / Coaching and Mentoring
- Performance Management
- Fostering Innovation and Empowerment
Personal Leadership and Effectiveness:
- Analytical and Strategic Thinking
- Results Orientation / Commitment to Excellence
- Appropriate and Transparent Decision-making
- Knowledge sharing / Continuous Learning
Building and Managing Relationships:
- Working in Teams
- Communicating Information and Ideas
- Self-management / Emotional Intelligence
- Conflict Management / Negotiating & Resolving Disagreements
Functional competencies:
- Logistical support
- Managing data, documents, correspondence and reports
- Managing information and workflow
- Planning, organizing and multi-tasking
- Job knowledge/technical expertise
Required Skills and Experience
Education:
Completed secondary level education required. First level university degree preferred.
Knowledge and Experience:
· 3 years previous experience in secretarial/administrative functions;
· Some experience in research assistance;
· Previous experience in the UN an advantage, and knowledge of protocol;
· Strong interpersonal and organizational skills;
· Computer literacy - Word, Excel, Power-point, etc., and good knowledge of Atlas/PeopleSoft;
· Good writing and communication skills.
Languages:
Fluency in English and Russian is required. Working knowledge of another official UN language is desirable.
Knowledge of Kazakh language is a strong asset.
Other Desirable Skills:
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
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