The Ugandan Jobline

• In
  charge of the management of the DCD/O’s Office, ensuring an environment of
  professionalism and teamwork at all times, and setting exemplary standards
  of conduct for the CO team;
• Efficient
  and discreet management of the DCD/O’s schedules;
• Responsible
  for the 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;
• Adherence
  to appropriate protocol and correspondence guidelines by CO team when
  communicating with Government and other external partners;
• Use
  of automated office management system.

• Responsible
  for the maintenance of the filing system ensuring safekeeping of
  confidential materials. Use of automated filing system;
• In
  charge of the coordination of the information flow in the office, and
  dissemination of corporate and interoffice communication to staff as
  required;
• Active
  facilitation of information sharing with, Programme and Operations Teams
  as well as other units;
• Follow
  up on deadlines, commitments made, actions taken and coordination of
  collection and submission of the reports to DCD/O’s Office.
• Draft
  routine correspondence, interoffice circulars, general briefing notes,
  documents, reports and minutes of meetings when requested, translations
  when required;
• Administration
  of travel, meetings, appointments and briefings of DCD/O; including
  drafting of background notes;
• Maintenance
  of Teams’ status reports, best practices, lessons learned, publishing on
  section intranet and compiling of information for operations SOPs
  maintenance and sharing with all staff;
• Support
  to organization of UN Surveys (Hardship, Cost of Living and DSA) by
  sending out instructions, coordinating data collection from agencies and
  drafting the consolidated reports;
• Support
  to any other Operations Unit if required.

• Drafting
  agenda points for OMT meeting and organizing the meetings;
• Taking
  notes of OMT meetings and preparing minutes;
• Following
  up on recommendations and actions decided by the OMT.

• Sound
  contributions to knowledge networks and communities of practice;
• Organization
  of trainings for UNDP staff on coordination, administration and protocol
  issues.

• The
  candidates for the United Nations UNDP Executive Associate vacancy should
  hold Bachelor’s Degrees in Public Administration or  any other discipline with a
  specialized  training in secretarial
  and office management;
• Six
  or more years of progressively responsible secretarial, administrative,
  programme experience is required at the national or international level.
• Significant
  experience in the usage of computers and office software packages (MS
  Word, Excel, etc), experience in handling of web based management systems

• Demonstrates
  commitment to UNDP’s mission, vision and values.
• Displays
  cultural, gender, religion, race, nationality and age sensitivity and
  adaptability

• Knowledge
  Management and Learning
• Shares
  knowledge and experience
• Actively
  works towards continuing personal learning, acts on learning plan and
  applies newly acquired skills

• Focuses
  on result for the client and responds positively to feedback
• Consistently
  approaches work with energy and a positive, constructive attitude
• Remains
  calm, in control and good humored even under pressure
• Demonstrates
  openness to change and ability to manage complexities.

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