Assistant to The Assistant Resident Representantive

3 semanas atrás

Brasilia, Brasil United Nations Development Programme (UNDP) Tempo inteiro

**Job Identification**
- 16704

**Locations**
- Brasilia, Brazil**Posting Date**
- 02/29/2024, 12:10 PM
- 03/14/2024, 10:59 PM

**Job Schedule**
- Full time

**Agency**
- UNDP

**Grade**
- NPSA-4

**Vacancy Type**
- National Personnel Service Agreement

**Practice Area**
- Management

**Bureau**
- Regional Bureau for Latin America and the Caribbean

**Contract Duration**
- 1 Year

**Education & Work Experience**
- Bachelor's Degree - 1 year(s) experience OR High School certificate
- 4 year(s) experience

**Required Languages**
- Portuguese and English

**Desired Languages**
- Spanish

**Vacancy Timeline**
- 2 Weeks

**Background**

**Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and **inspiring stories.**

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.

**Duties and Responsibilities**

**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.

**Provide support in administrative duties related to projects and programmes**:

- 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 arrangement

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