Under the guidance of the ARR for Programme, the Assistant of ARR for Programme(ARRP) provides general administrative and secretarial services ensuring high quality and accuracy of work. The Assistant of ARR for Programme works in close collaboration with the Head Office, Programme and Operations to support implementation of project and programme activities and ensure consistent administrative and secretarial service delivery. The Assistant will also provide back support to Head Office, as needed.

Provide support to ensure effective and efficient functioning of the ARRP office in implementing projects and programmes, focusing on achievement of the following secretarial services: 

• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, both internal and external, some involving high ranking officials; Keep lists of names, addresses and telephone numbers of ministers, government, officials and members of the diplomatic corps; Follow-up on deadlines, commitments made and actions taken by the ARRP; Maintain liaison with Offices of Headquarters, Administration and Senior Officials as needed; Maintain hardcopy and electronic filing of all supporting documentation, correspondence, etc. related to the ARRP office;
• Prepare briefing for appointments, meetings and/or missions, as well as research and compilation of information for reports, speeches, etc.;
• Make travel arrangements for the supervisor and support travelling arrangement of the RR and DRR, as needed, and follow-up on the different stages with other Units to ensure that these arrangements are timely completed;
• Provide assistance in the coordination of UNDP events (seminars, workshops, training etc.); prepare list of participants, send invitation, follow-up on participants´ confirmation; Attend events, take minutes and act as an interpreter when required; Use of office management systems for effective functioning of the ARRP office, observing protocol procedures;
• Compile managerial information on Programme and Projects as demanded by the ARRP; Support planning activities such as Tripartite meetings, PAC meetings and others; perform other duties as required.

• Travel requests, expense claims, vouchers, visa applications, etc.);
• Maintain hardcopy and electronic filing of all supporting documentation, correspondence;
• Maintain liaison with operation units and headquarters, as needed.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

• Maintain policy, confidential and general management files;
• Receive, screen, log and routes correspondence, attach necessary background information and maintain follow-up system;
• Ensure smooth and efficient information flow within the Programme;
• Process and prepare confidential information;
• Prepare responses to a wide range of correspondence, using standard UNDP templates and in conformity with established procedures under ARRP supervision;
• Carry out quality control function for outgoing documents;

Ensures provision of support  of knowledge building and management focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice;
• Cooperate and sharing information;
• Cooperate in the organization of training sessions for UNDP personnel;
• Cooperate with other colleagues to accomplish their duties.

Provide back up support to Head Office, assisting the RR and DRR with secretarial work, administrative duties, organization of events, preparation of briefing for high level meetings and missions, travel arrangements , and other duties as required.

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

Institutional Arrangement:

Under the overall guidance and the supervision of the ARR (P) the Assistant to Programme is responsible for ensuring consistent administrative and secretarial services that support smooth functioning of the Programme and projects . The Assistant will also provide back support to Head Office, as needed, replying to demands from the RR and DRR.

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.

Cross-Functional & Technical Competencies:

Business development – Knowledge Generation:

• Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

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

Business Management – 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.

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;

Operations: Administration, Finance, HR, Procurement, IT and Security – Administration & Operations / Events management (including retreats, trainings and meetings):

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Ethics – UN policy knowledge – ethics:

• Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Operations: Administration, Finance, HR, Procurement, IT and Security – Administration & Operations / Documents and records management:

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving

Min. Education requirements:

• Secondary education (Complete Education at High School Level) is required.   OR
• University degree (Bachelor’s degree) in administration, secretariat, international relations or related areas will be given due consideration, but it is not a requirement.

Min. years of relevant work experience:

• Minimum 4 years (with Secondary education) or 1 year (with Bachelor´s degree) of relevant administrative experience related to the activities described.

Required skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). and experience in handling of web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section:

• Work experience with International Organizations, preferably within the UN System.
• Demonstrated ability to review and edit documents and produce meeting reports identifying key actions

Required Language(s):

• Fluency in English and Portuguese is required.
• Working knowledge of Spanish is desirable.