Location:

Nicosia, Cyprus
Salary:

negotiable / YEAR
Job type:

CONTRACTOR
Posted:

2 months ago
Category:

Programme and Project Management
Deadline:

26/07/2024

JOB DESCRIPTION

JOB SUMMARY:

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.

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 in Cyprus provides a diverse package of programmatic services to a range of partners which contribute to building a conducive environment for the peace process. In collaboration with the European Union and other partners, UNDP has earned a reputation as an independent, trusted and experienced partner in the area of peacebuilding, working with Greek Cypriots and Turkish Cypriots on confidence-building measures, encouraging dialogue and cooperation, and supporting the development of environmental, economic and social infrastructure of the island. In particular, the implementation of the confidence-building measures contributes to the building of trust between the two communities while demonstrating to the public at large that the two communities can work together on critical issues that are of importance to all inhabitants of Cyprus.UNDP works closely the Technical Committees which were established by the leaders of the Greek Cypriot and Turkish Cypriot communities under the auspices of the United Nations, to address issues that affect the day-to-day lives of Cypriots through encouraging and facilitating greater interaction and understanding between the two communities. This includes empowering communities to protect and preserve the islands cultural heritage, through small to medium scale restoration and conservation projects.

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 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.

Facilitation of knowledge building and management

Sound contributions to knowledge networks and communities of practice.
Organization of trainings for UNDP staff on coordination, administration and protocol issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core

Achieve Results:

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline

Think Innovatively:

LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements

Learn Continuously:

LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback

Adapt with Agility:

LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible

Act with Determination:

LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner:

LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships

Enable Diversity and Inclusion:

LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area	Name	Definition
Business Management	Customer Satisfaction/Client Management	Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.
Business Management	Project Management	Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals
Communications	Writing and editing	Ability to create and/or edit written content in different UN languages.
Business Management	Results-based Management	Ability to manage programmes and projects with a focus on improved performance and demonstrable results.
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.
Administration & Operations	Events management (including retreats, trainings and meetings)	Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Finance	Budget Management	Ability to support budgetary aspects of work planning process, drawing and management of team budgets.

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.

Other:

Nationals or permanent residents in Cyprus are eligible.
Women candidates are encouraged to apply.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Scam warning

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ABSTRACT:

United Nations Development Programme Project Assistant (Executive) Cyprus UNDP Jobs 2024

United Nations Development Programme looking for “Project Assistant (Executive)”. Applicants with an Advanced degree may apply on or before 26-Jul-24.

The United Nations Development Programme has published a job vacancy announcement on 12/07/2024 for qualified applicants to fill in the vacant post of Project Assistant (Executive) to be based in Nicosia , Cyprus. For more jobs, please visit https://unjoblink.org

Company Name: United Nations Development Programme

Job Title: Project Assistant (Executive)

Duty Station: Nicosia , Cyprus

Country: Cyprus

Application Deadline: 26-Jul-24

This job has expired.