Avis d’appel à candidature : PNUD recrute un(e) Associé(e) exécutif(ve) en Ukraine.

Avis d’appel à candidature : PNUD recrute un(e) Associé(e) exécutif(ve) en Ukraine.

Duties and Responsibilities:

– Supports effective and efficient functioning of the OCHA office focusing on achievement of the following results:

• Telephone and reception functions;
• Establish and maintain filing system and all documents recorded;
• Assist and provide secretariat support to the HoO and DHoO on bilateral and interagency meetings as required, including organization of regular and ad-hoc meetings, organization of venue, sending out invitations and agenda, sending out of minutes, reception of guests, etc.;
• Maintenance of contact lists;
• Efficient and discreet management of HoO and DHoO schedule;
• 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 Government and other external partners.

– Provision of executive support (incl. travel and logistics) to the OCHA Ukraine management team:

• Support travel arrangements of HoO and DHoO, including logistics matters, and preparation of travel requests and expense reports;
• Provision of information on travel including travel route and hotel arrangements;
• Processing travel authorization in line with travel entitlements, ensuring that the travel arrangement follow the UN rules of most direct route and most competitive prices;
• Arrangements for security clearance when required;
• Hotel reservations and logistics arrangements for visiting OCHA officials;
• Arrangement for pickup of high-level officials and support to expediting of customs and immigration procedures, as necessary.

– Secretarial/administrative support functions focusing on achievement of the following results:

• Set up and maintenance of the filing system ensuring safekeeping of confidential materials;
• Opening of new subject files as required and disposal of old files in accordance with the established retention schedule;
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required;
• 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;
• Assist in organizing interagency meetings;

• Performing any other duties assigned by the supervisor.