UNDP Executive Assistant to the DRR | Paid Internship || Apply Now |

The Executive Assistant to the DRR works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas. Internally, the Executive Assistant ensures that strategic decisions are followed through and that all units and clusters follow the guidance by the DRR/SM Team.

Duties and Responsibilities of Assistant to the DRR

 Ensure effective and efficient functioning of the Deputy Resident Representative (DRR) office.

• Maintain the supervisor’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required.
• Maintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts.
• Compile research and prepare high quality briefing materials for supervisor for appointments, meetings, missions, and for use in discussions.
• Manage Deputy Resident Representative missions and representation schedule.
• Prepare correspondences, directives, and comments on behalf of DRR for his/her signature and follow-up when required.
• Digitalization of folders, files and others documents for a better follow-up.
• Effective and efficient quality control of all the incoming and outgoing request forms and documents from programme and operations submitted to the approval of the supervisor, the Deputy Resident Representative and/or seniors management.
• Prepare timely inputs to reports.
• Maintains database.

 Assist in communication with the office to facilitate essential flow of information.

• Assist in maintaining paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents.
• Coordinate information flow in the office and follow up on circulation files.
• Facilitate sharing information between the DRR’s Office, UN Country Team, and the UN Coordination Unit.
• Follow up deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the DRR.
• Screen all incoming calls and correspondence.
• Establishes, builds and sustains effective relationships within the work units and with internal and external clients/partners.
• Responds to clients/partners needs promptly.

Assist in facilitating knowledge building and management in the Country Office.

• Provide contributions to knowledge networks and communities of practice.
• Assist in organizing specialized training for secretarial and/or support staff.
• Assist in organizing training for UN staff on coordination, administration and protocol issues.

Check : HACU National Internship Program – Summer 2025 (Paid)

Requirements

Education

• Secondary Education is required.
• A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration but is not a requirement.
• Specialized secretarial training is desired.

Experience, Knowledge, and Skills

• Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level.
• Working experience in similar position in UN/International organization/NGO/recognize administration is highly desired.
• Experience in the use of computers, office software packages (MS Word, Excel, PowerPoint etc.), and in handling web-based management systems such as ERP, digitalization of documents is required.
• Experience in UN operations, structure, and administrative procedures is desired.
• Experience in support of senior executives and/or senior levels officials in the United Nations is desirable.

Language Requirements 

• Fluency in French and working knowledge of English OR Fluency in English and working knowledge of French is required.

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