Job description
Background
Under the guidance and direct supervision of the Resident Coordinator of United Nations system in Bahrain / UNDP Resident Representative, the Executive and Business Coordination Associate (Administrative Associate) ensures effective and efficient functioning of the front office of Resident Representative/Resident Coordinator, with full confidentiality in all aspects of the assignment. The Administrative Associate's tasks will include drafting letters, concept notes, note verbal, arranging meetings, taking minutes of meetings, maintenance of the calendar and of protocol procedures, and follow-up on deadlines and commitments made while coordinating and actively participating in the promotion of UN/UNDP values and activities. The incumbent will also support preparation of communication materials within the RCOas well as vis a vis UNDP.
She/he can supervise temporary secretarial staff of the office and works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas etc., the incumbent will also work in collaboration with staff of other UN Agencies, UNDP HQs staff, Government officials, media, multilateral and bilateral donors and civil society.
Duties and Responsibilities
Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:
Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
Efficient and discreet management of the RR schedules.
Support administratively and logistically to RC office and its staff
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. The incumbent will also support internal communications within the RCO as well as vis a vis UNDP.
Preparation of high quality briefing materials for supervisor’s appointments, meetings, missions and informal translations as required.
Management of RR/RC missions and representation schedule and protocol procedures.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the RR/RC office.
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
Facilitation of information sharing between UNCT and the UN Coordination Unit.
Presentation of proposals to eliminate internal communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
Support arranging meetings with the UN System Communications Group as the backbone for implementing the UN communications strategy in the country to coordinate the communications activities undertaken by different agencies.
Support the organization of national and international events.
Ensure effective and efficient of administration and logistical services focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Coordination and supervision of support staff engaged in general services including drivers.
Support to the CO administrative business processes mapping and elaboration of the internal standard operating procedures (SOPs).
Maintenance of common services to ensure integrated activities on common services and implementation of the UN reform.
Coordination of shipments; vehicle maintenance; conference facilities arrangements.
Timely conducted DSA, vehicle maintenance, hotel and conference facilities surveys.
Support with protocol matters, registration of staff, and coordination with local authorities, on space and other administrative matters.
Follow up on assigned tasks and keep a follow up monitoring log.
Coordination of transportation services, regular vehicle maintenance and insurance.
Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
Provision of information for elaboration of CO communications and outreach activity based on the corporate communications strategy
Prepare and provide (when applicable) information on an ongoing basis to national and international media -radio, press and television- on activities undertaken by UNDP
Review of reference materials, identification of reference materials for retention.
Maintain contacts and close working relationship with the representatives of the national and international media -managers, editors, journalists- government agencies, civil organizations and the private sector.
Support UNDP and RC Office initiatives, programme and projects in developing material, kit and press releases, preparation of events, general communications materials.
Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Identification and synthesis of best practices and lessons learned directly linked to programme country goals and activities and UN system wide initiatives.
Sound contributions to knowledge networks and communities of practice including corporate communications repositories.
Organization and conduct of training and workshops on communications for development as appropriate as well as specialized trainings for support staff.
Organization of trainings to UN staff on coordination, administration and protocol issues.
Competencies
Core Competencies
Innovation
Ability to make new and useful ideas work
Level 3: Adapts deliverables to meet client needs
Leadership
Ability to persuade others to follow
Level 3: Proactively seeks and recognizes contributions of others
People Management
Ability to improve performance and satisfaction
Level 3: Appropriately involves team in different stages of work and decision-making
Communication
Ability to listen, adapt, persuade and transform
Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery
Ability to get things done while exercising good judgement
Level 3: Takes responsibility for addressing critical situations and delivering core value
Technical/Functional Competencies
Public Relations
Ability to manage information sharing and parntership alliances between the UNDP and the public
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Brief & Speech Writing
Ability to prepare quality briefs and/or speeches
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Office Administration
Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Knowledge Management
Ability to capture, develop, share and effectively use information and knowledge
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Quality Assurance
Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Team building
Ability to work effectively with diverse groups of professionals towards common goals
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Communication
Ability to effectively communicate intensions and requirements to internal and external stakeholders
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Logistics
Knowledge of logistics operations, principles and methods, and ability to apply to strategic and/or practical situations
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Education
Required Skills and Experience
Secondary Education with specialized training in executive support to senior management;
University Degree in Business Management, or any equivalent would be deemed an asset, although it is not a requirement.
Experience
6 (six) years of work related to executive assistance support in public or private institutions;
Or 4 (four) years of relevant experience will suffice if in possession of Bachelor’s degree;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Exposure to web-based management systems such a People Soft and SAP an Asset
Keen awareness and understanding of the mandate and work of UNDP and UN in the country and the world
Language Requirements
Fluency in written and spoken English and Arabic.
Bahraini & non-Bahraini
Bahraini nationals and non-Bahrainis with valid visa or residence permit may apply.
Additional Requirements
Short-listed candidates must successfully undertake a written test for further consideration to a competency based interview assessment (CBI).
Full Terms of Reference and details may be downloaded from:
Interested and qualified candidates are required to create a personal profile through the link provided above and to attach the CV and an application letter for the job; noting that only electronic applications submitted through the website will be considered, no later than 04th June 2018.
Applications that do not meet job requirements will NOT be considered.
The United Nations Development Programme in the Kingdom of Bahrain is an employer committed to gender equality and to providing equal opportunities for all.
Vacancy End Date (Midnight New York, USA) Agency
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