Executive Officer to Country Director

UNDP is the UN’s global development network, an organization advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. UNDP is on the ground in 166 countries, working with national counterparts on their own solutions to global and national development challenges. UNDP Somalia is a growing organization which focuses on three practice areas: rule of law and security, governance and poverty reduction/sustainable livelihoods. Under the guidance and direct supervision of the Country Director (CD), the Executive Officer to CD ensures effective and efficient functioning of the CD’s Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, follow up on deadlines and commitments made. The Executive Officer to CD works in close collaboration with UNDP staff, UN Agencies, national authorities, Development Group Office (DGO) and UNDP HQs staff to ensure efficient flow of information, actions on instructions, agendas, prepare draft letters on behalf of the CD. The Executive Officer will provide Programme and Operations Support to the Country Director, acting as a key interface with all Units in the CO and other UN agencies.

Closing date: 10 Jul 2009
Location: Kenya

1. Ensures effective and efficient functioning of the Country Director office focusing on achievement of the following results:
- Coordinate and maintain the supervisor’s calendar of meetings, organize meetings, contacts with high-ranking visitors, arrangement of appointments and meetings, draft replies to invitations and meetings; researches briefing materials, acting as an interpreter when required and/or taking minutes.
- Preparation of high quality briefing materials for supervisor appointments, meetings, missions.
- Maintenance of rosters of high-level partners, telephone lists.
- Preparation of correspondence, directives, comments on behalf of CD for his/her signature and making follow up when required.
- Use of automated office management systems for effective functioning of the CD office.

2. Ensures provision of effective communication support to the office on achievement of the following results:
- Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
- Facilitation of information sharing between Senior Management Team (SMT) and CD’s Office.
- Review and screening incoming correspondence for the CD’s attention and prioritize documents according to action required; review and edit outgoing correspondence for the CD’s signature; ensure quality control, substance, sensitivity of issues, and that they are prepared according to UNDP standards;
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3. Ensures administrative support to the CD:
- Assist in managing day to day operations of the CD office; convey to staff directives and information from the CD; participate in and drafts minutes of meeting and ensure that actions agreed upon are taken by the concerned staff.
- Co-ordinate CD’s participation in Programme/Operations activities by monitoring and managing the CD’s daily programme and providing guidance to units in preparing background/briefing documents for the CD. The incumbent also provides support to units in preparing speeches, papers, and letters for CD ensuring quality and relevance to subject and themes.
- Make arrangements for official travel of the CD, communicate with meeting organizers/country offices on logistics; set itinerary, prepare travel request, follow up on the authorization, obtain clearances, visas, tickets necessary for travel.
- Provide other administrative and finance/accounts management support to the CD (i.e. processing payment requests in ATLAS; requisitions and claims)
- Coordinate preparation of briefs in response to requests for information by UNDP and other relevant agencies;

4. Ensures facilitation of knowledge building and management focusing on achievement of the following results:
- Sound contributions to knowledge networks and communities of practice.
- Organization of specialized trainings for secretaries.
- Organization of trainings to UN staff on coordination, administration and protocol issues.

5. Any other assignments at the request of the Country Director.

How to apply
Interested and qualified candidates are requested to submit electronic application by visiting http://jobs.undp.org/

The closing date for receipt of applications is 10th July 2009.

Applicants are required to fill a P11 Form and submit it together with Curriculum Vitae on the online application.

Find the P11 Form for Fixed Term Contract Holders on this link:
http://www.so.undp.org/index.php/Download-document/42-P11-form-for-fixed-term-and-ALDs.html

Women & Somali Nationals are strongly encouraged to apply

UNDP will only be able to respond to those applications in which there is further interest.