Project Assistant

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Description

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In addition, UNDP works closely with local communities on improving environmental, social, and economic infrastructure, including in the area of energy and green transition.

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 

• UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks. 
• UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP
• Under the guidance and direct supervision of the UNDP Cyprus Head of Office, the Project Assistant (Executive) ensures effective and efficient functioning of the front desk, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
• The Project Assistant (Executive) works in close collaboration with projects supported, Programme Support Unit, Operations Unit, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Effective executive assistance for efficient implementation of projects

• Draft correspondence, briefs, presentations, protocol procedures, interoffice circulars, general briefing notes, documents, reports, minutes of meetings and other written materials when requested, translations when required.
• 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 when communicating with authorities and other external partners;
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline communication and information flows.
• Maintenance of protocol procedures.
• Management of front-desk and answering phone calls, if required.
• Monitoring of all visitors to the office and assistance to visitors by providing directions, if required.
• Use of automated office management system.

Effective communications and administrative support

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing.
• Follow up on deadlines, commitments made and actions taken..
• 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 requested by Head of Office Including drafting of background notes.
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
• Support to organization of advocacy events if required. 

Required Skills and Experience

Education:

• Secondary Education with specialized secretarial training is required. 
• University degree (Bachelors’ degree) in Business Administration or related field will be given due consideration, but is not a requirement. 

Experience:

• Minimum 5 years (with Secondary education) or 2 years (with Bachelor´s degree) of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
• Additional years of relevant progressive experience is considered as an asset.
• Experience in working, liaising, and collaborating with UN agencies, Ministry of Foreign Affairs, government institutions, NGOs, civil society organizations, and public international organizations is considered as an asset.

Required Skills:

• Advance user of MS Office packages (MS Word, Excel etc.). 
• Proficiency in using collaboration tools, as well as familiarity with digital platforms and new technologies. 
• Experience in handling of web-based management systems.
• Commitment to the United Nations system’s mission, vision and values; cultural sensitivity and adaptability.

Desired Skills:

• Experience of working in a conflict/post conflict setting is an asset.
• Work experience from an international organization in similar positions is an asset.
• Experience in preparing communication materials and reports to external clients.

Professional Certificates:

• Certification or attendance to a training about inclusion (e.g. Gender and Disability) is considered as an asset. 

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/requisitions/job/19305

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