Front Office Support

**Executive Associate (Front Office Support)**
**International Organization (UNDP)**
**12 Months Contract (with possibility of extension)**
**Menara PjH, No. 2, Jalan Tun Abdul Razak, Presint 2, 62000, Putrajaya**
**RM 4000**
**Mon - Fri [8.00am - 4.30pm]**

**Background**

Under the guidance and direct supervision of the RR, the Executive Associate to the RR ensures effective and efficient functioning of the UNDP front office (servicing RR and DRR), full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate to RR works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas. Th Executive Associate mentors one Executive Assistant in support of the DRR function.

**Duties and Responsibilities**

1) Ensures effective and efficient functioning of the UNDP front office focusing on achievement of the following results:

- Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
- Maintenance of protocol procedures;
- Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions;
- Preparation of informal translations;
- Management of RR missions and representation schedule;
- Maintenance of rosters of high-level partners, telephone lists;
- Preparation of correspondence, directives, comments on behalf of RR for his/her signature and making follow-up when required;
- Use of automated office management systems for effective functioning of the RR office.

2) Ensures provision of effective communications support to the office focusing on achievement of the following results:

- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Use of automated filing system;
- Coordination of the information flow in the office, follow up on circulation files;
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR;
- Screening of all incoming calls and correspondence;
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3) Ensures facilitation of knowledge building and management focusing on achievement of the following results:

- Training and mentoring of the DRR Executive Assistant;
- Sound contributions to knowledge networks and communities of practice;
- Organization of specialized trainings for secretaries;
- Organization of trainings for UN staff on coordination, administration and protocol issues.**Expected Outputs and Deliverables**

Satisfactory outputs based on submission of Timesheet and activities performed under the scope of work, with monthly reporting of work tasks.

**Academic Qualifications**

Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

**Language Requirements and Computer Skills**
- Fluency in written and oral English and Bahasa Malaysia;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.

**Experience**:

- Specialised secretarial training with 6 years of progressively responsible secretarial, administrative experience.
- Organizational skill, service-minded, punctual, self-motivated, and proactive.

**Competencies**:

- Strong interpersonal and communication skills;
- Ability to work in a team as well as independently to produce results with consistent quality;
- Consistently approaches work with enthusiasm and a positive, constructive attitude;
- High degree of organization and initiative;
- Ability to work under pressure and time constraint and produce quality deliverables;
- Builds strong relationships with stakeholders, focuses on impact and result for stakeholders and responds positively to critical feedback;
- Demonstrates integrity and ethical standards;
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

**Job Types**: Full-time, Contract
Contract length: 12 months

**Salary**: RM4,000.00 per month

**Benefits**:

- Health insurance
- Opportunities for promotion
- Professional development

Schedule:

- Day shift
- Monday to Friday

**Education**:

- Bachelor's (preferred)

**Experience**:

- Front Office Support: 5 years (preferred)

**Language**:

- Fluent English (preferred)