Job Description

Ensures effective and efficient functioning of the UNDP front office focusing on achieving the following results:

• Management of the Front Office, ensuring an environment of the professionalism and teamwork at all times, and setting exemplary standards of conduct of the Country Office team.
• Maintenance of the Resident Representative calendar, contacts with high-ranking visitors, management 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 Resident Representative missions and representation schedule, including travel, accommodation and logistics as directed by the Resident Representative.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of Resident Representative for his/her signature and making follow- up when required.
• Screening of all incoming communications and correspondence, filter and undertake quality control of all outgoing correspondence for supervisors' signature, clearance and further action by other staff.
• Use of automated office management systems for effective functioning of the Resident Representative office.
• Facilitation and coordination of the car and car utilization by the Resident Representative and other members of the UNDP Country Office team as necessary.
• Coordination of the Resident Representative's meeting logistics including high-level engagements, inter-agency meetings, local donor meetings and joint retreats with other UN Agencies.
• Managing official receptions as required.
• Provision of other and adhoc tasks as required to support the Resident Representative and Country Office as needed.
• Assisting in risk assessment and mitigation strategies, ensuring the Resident Representative is informed of potential challenges, as required.
• Supporting crisis response coordination in case of emergencies or political developments affecting UNDP's work, when necessary.

Ensures provision of effective communications and administrative support to the Country Office focusing on achieving the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. maintenance of incoming communications, making sure files are properly stored and accessible; safekeeping of documents; ensure updated e-filing of correspondence.
• Management of Resident Representative database and email groups for UNDP and UN system. Coordination of the information flow in the office and dissemination of cooperate an interoffice communication to staff as required; interoffice memorandums and communications (includes cooperation with the ICT staff).
• Coordination of the information flow in the office, and facilitation of information sharing with various teams and units of the Country Office.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Resident Representative.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the front office and other country office teams.
• Drafting of routine correspondence, interoffice circulars, Notes Verbales, general briefing notes, documents, reports, and minutes of meetings when requested.
• Support to organization of events and receptions as required.
• Compilation of background information and coordinating inputs of the various teams in Country Office and UN Country Team.
• Liaising with government counterparts, embassies, donors, and international organizations to facilitate partnerships and cooperation as required

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Organization and logistical support to relevant trainings and events.
• Organize specialized training for secretarial and/or support staff when necessary.
• Organize training for UN staff on coordination, administration and protocol issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.CompetenciesCore Competencies

• Achieve Results: LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively: LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements
• Learn Continuously: LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Crosss-Functional & Technical competencies

• Business Direction & Strategy - System Thinking

• Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
• Business Management - Communication

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
• Ability to manage communications internally and externally, through media, social media and other appropriate channels
• Digital Awareness and Literacy

• Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value.
• Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to UNDP | People for 2030 - Competency Framework - Cross functional Competencies (2024) use them as needed. Knowledge of the usage of digital technologies and emerging trends
• Working with Evidence and Data

• Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
• Monitoring and Evaluation

• Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively.
• Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results.
• Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming.
• Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools.
• Ability to make an independent judgement based on set criteria and benchmarks. Ability to anticipate client's upcoming needs and concerns
• Customer Satisfaction/Client Management

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
• Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients' immediate requests. Ability to anticipate client's upcoming needs and concerns.
• Administration & Operations - Events management (including retreats, trainings and meetings)

• Ability to manage events, including venue UNDP | People for 2030 - Competency Framework - Technical Competencies (2024) identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and ExperienceEducation:

• Secondary Education is required.
• A university degree in Management, Business Administration, Social Sciences (Sociology, Psychology, Political Science), Public Administration, International Relations, Communications, Development Studies, or equivalent will be given due consideration but is not a requirement.
• Specialized secretarial training is desirable and will be considered an asset.

Experience:

• Minimum 6 years (with Secondary Education) or 3 years (with a Bachelor's degree) of relevant experience in either secretarial, administrative, management, programme support is required at the national or international level.
• Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP is required.
• Experience in organizing high-level meetings, preparing briefing materials, and managing correspondence is preferred.
• Experience in performing wide range of administrative and executive support tasks is an asset.
• Experience in managing schedules, correspondences, protocols and logistics for high-level officials is an asset.
• Proven track record of strong organizational skills and the ability to handle multiple tasks simultaneously under tight deadlines is desired.
• Demonstrated experience in excellent communication skills, both written and verbal, with the ability to effectively interact with stakeholders at all levels is desired.

Language:

• Fluency in English and Bahasa Melayu is a requirement.
• Knowledge of additional UN languages will be considered an advantage.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.Disclaimer

United Nations Development Programme