Assistant(e) Admin Et Exécutif (ve)[ Ouvert Aux Niveaux 0; 1 & 2]

Organizational Context

The United Nations Development Programme (UNDP) in Sao Tome and Principe, present since 1976, supports the country in achieving its Sustainable Development Goals. The Country Office focuses on inclusive social systems, climate action, natural resource management, green and blue growth, and transparent governance. This role operates within the Strategy, Management, and Operations department.

Job Purpose

This role provides essential daily support to the Resident Representative (RR) and potentially the Deputy Resident Representative (DRR) and Assistant Resident Representatives. The primary purpose is to ensure the efficient and effective functioning of the RR's office by managing schedules, preparing briefing materials, and coordinating communications. The position facilitates smooth operations by supporting administrative and logistical services, maintaining records, managing correspondence, and contributing to knowledge sharing within the Country Office. This role is crucial for the effective delivery of UNDP's mandate in Sao Tome and Principe, ensuring seamless support to senior management and contributing to the overall operational efficiency of the office.

Responsibilities

The role is responsible for ensuring the efficient operation of the Resident Representative's office, including managing schedules, preparing high-quality briefing documents, and handling correspondence. Key duties involve providing administrative and logistical support, maintaining secure filing systems (both paper and electronic), coordinating information flow, and tracking deadlines and reports. The position also manages the registry system, handles incoming and outgoing correspondence and diplomatic pouches, and supports the organization of meetings, conferences, and travel arrangements. Additionally, the role contributes to knowledge management by participating in staff training and sharing information within relevant networks. Translation services between Portuguese, French, and English may be required.

Work Experience

A minimum of 5 years of relevant experience in administration or program support with a secondary education, or 2 years of experience with a Bachelor's degree is required. Proficiency in computer use and office software (MS Office) is essential. Experience with web-based management systems or ERP systems is an asset.

Skills

Proficiency in MS Office Suite, strong organizational and planning skills, ability to manage multiple tasks and meet deadlines, attention to detail, effective communication (written and verbal), document and records management, event management, correspondence management, and relationship management.

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