Job Description

Front Office Support cum PA

International Organization (UNDP)

3 Months Contract (with the possibility of extension)

Menara PjH, No. 2, Jalan Tun Abdul Razak, Presint 2, 62000, Putrajaya

RM 3000 - RM 3600

Mon - Fri [8.00am - 4.30pm]

Background

Under the guidance and direct supervision of the RR, the Executive Associate to the RR ensures effective and efficient functioning of the UNDP front office (servicing RR and DRR), full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate to RR works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas. Th Executive Associate mentors one Executive Assistant in support of the DRR function.

Duties and Responsibilities

1) Ensures effective and efficient functioning of the UNDP front office focusing on achievement of the following results:

Maintenance of the supervisor\xe2\x80\x99s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
Maintenance of protocol procedures;
Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions;
Preparation of informal translations;
Management of RR missions and representation schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of RR for candidate\'s signature and making follow-up when required;
Use of automated office management systems for effective functioning of the RR office.
2) Ensures provision of effective communications 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, follow up on circulation files;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR;
Screening of all incoming calls and correspondence;
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor\xe2\x80\x99s office and subordinate division.
3) Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Training and mentoring of the DRR Executive Assistant;
Sound contributions to knowledge networks and communities of practice;
Organization of specialized trainings for secretaries;

Organization of trainings for UN staff on coordination, administration and protocol issues.
Expected Outputs and Deliverables

Satisfactory outputs based on submission of Timesheet and activities performed under the scope of work, with monthly reporting of work tasks.

Academic Qualifications

Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

Language Requirements and Computer Skills

Fluency in written and oral English and Bahasa Malaysia;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.

Experience:
Specialized secretarial training with 6 years of progressively responsible secretarial, and administrative experience.
Organizational skills, service-minded, punctual, self-motivated, and proactive.

Competencies:
Strong interpersonal and communication skills;
Ability to work in a team as well as independently to produce results with consistent quality;
Consistently approaches work with enthusiasm and a positive, constructive attitude;
High degree of organization and initiative;
Ability to work under pressure and time constraints and produce quality deliverables;
Builds strong relationships with stakeholders, focuses on impact and result for stakeholders, and responds positively to critical feedback;
Demonstrates integrity and ethical standards;
Displays cultural, gender, religion, race, nationality and sensitivity and adaptability
ProMICOM Services (M) Sdn Bhd was incorporated in June 2004 and the corporate entity is MICOM Computer Centre (MICOM). MICOM was established in 1987 and has over the years evolved from a fledgling IT products retailer and IT service provider to an organization that has the expertise and resources to support medium to large scale organizations, with critical IT infrastructure and application requirements including the outsourcing of IT/Non-IT professional resources and payroll solution.

Currently, 90% of our clients are multinational companies and government agencies from various business segments such as oil and gas, semiconductors, chemical, power, manufacturing, telecommunication, and education.

Driven by a strong technical team, we strive continuously to provide high quality and advanced technological products, professional services, and training to meet the constantly evolving and demanding needs of corporations.
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