Executive Assistant To The RR

Organizational Context

The United Nations Development Programme (UNDP) operates in 170 countries, focusing on poverty eradication, reducing inequality, and building resilience to achieve the Sustainable Development Goals. The UNDP office in Costa Rica promotes development, human rights, environmental protection, social inclusion, and democratic system strengthening. This role supports the Resident Representative's office, ensuring efficient operations and effective information flow within the country office and with external partners.

Job Purpose

The Executive Assistant to the Resident Representative (RR) ensures the effective and efficient functioning of the RR's office. This role is critical for maintaining confidentiality, adhering to protocol, managing information flow, and tracking deadlines and commitments. The position requires close collaboration with Programme, Operations, UN agencies, and national authorities to facilitate information exchange, follow instructions, prepare agendas, and coordinate priority actions. The Executive Assistant is expected to demonstrate initiative, a positive attitude, and a strong client orientation, potentially taking on temporary supervisory roles or additional tasks as needed to support the RR and senior management.

Responsibilities

Provide comprehensive executive and administrative support to the Resident Representative (RR) to ensure efficient office management. This includes managing the RR's schedule, prioritizing and channeling correspondence, organizing meetings, preparing minutes, and tracking action items. The role involves drafting routine communications, maintaining confidential files, and ensuring adherence to institutional protocol. Additionally, the Executive Assistant will coordinate information flow with various internal departments and UN entities, maintain updated information on UN Country Team activities, and support budget monitoring and financial reporting. The position also entails preparing presentations, supporting event organization and logistics, assisting with procurement processes, and managing necessary administrative documentation for office operations, ensuring compliance with UNDP standards. A key aspect is promoting Human Rights, gender equality, and the Sustainable Development Goals in all tasks.

Work Experience

A minimum of six years of progressive experience in secretarial, administrative, or programmatic functions is required with a high school diploma, or three years with a university degree. Experience in national or international institutions, private companies, or cooperation projects is valued. Prior experience supporting senior management, handling confidential information, and managing budgets is highly desirable.

Skills

Essential competencies include achieving results, innovative thinking, continuous learning, adaptability, determination, collaboration, and fostering diversity and inclusion. Technical skills encompass contract management, event management, effective decision-making, project management, collective intelligence design, communication (written and verbal), and client management. Proficiency in MS Office Suite and web-based management systems is required.

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