Executive Assistant Job at UNDP – UN Jobs

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• Job Identification28975
• Posting Date: 09/09/2025, 03:53 PM
• Apply Before: 09/16/2025, 06:59 PM
• Job Schedule: Full time
• Locations:  Nairobi, Kenya
• Agency: UNDP
• Grade: NPSA-5
• Vacancy Type: National Personnel Service Agreement
• Practice Area: Effectiveness
• Bureau: Regional Bureau for Africa
• Contract Duration: 1 Year with Possibility for extension
• Education & Work Experience: Bachelor’s Degree – 2 year(s) experience OR High School certificate- 5 year(s) experience
• Required Languages: English & Kiswahili
• Vacancy Timeline: 1 Week

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Background

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 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 is the leading United Nations organization 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 DRR-P and the DRR-O, the Executive Assistant ensures effective and efficient functioning of their respective offices, 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 Assistant works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas. She will on occasion be delegated temporary supervisory functions of short-term hires.

Incumbent is expected to display initiative, a positive approach, and a strong client orientation. As such, s/he might be required to undertake other emerging tasks and additional duties as required by direct supervisor or senior management

Duties and Responsibilities

Ensures effective and efficient functioning of the DRR (P) & DRR (O) office focusing on achievement of the following results.

• Manage the DRR-P and DRR-O offices, ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the CO team;
• Manage DRR-P & DRR-O schedules efficiently and discretely with due regard to a balanced load, ensure punctuality, and help maintain a professional CO image and conduct for the CO team of support staff;
• Organize regular and ad-hoc meetings taking minutes and summarizing actions for follow up by the DRR-P and DRR-O.
• Screen all incoming communications, establish priorities, and advise DRR-P/DRR-O filter outgoing correspondence for DRR-P/DRR-O signature, clearance, and further action by other staff; wherever possible. 
• Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners.
• Use of automated office management system

Ensures effective communications and administrative support to the office, focusing on achieving following results. 

• Initiatives to handle routine matters in close consultation with the DRR-P and the DRR-O
• Maintenance of the filing system (digital or hardcopy) ensuring safekeeping of confidential materials. Use of automated filing system.
• Information sharing between UNCT and the UN Coordination Unit.
• Up-to-date information and data on UN country team, UN thematic groups’ activities and initiatives.
• Drafting of routine correspondence, informal translations, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested.
• Conduct of information search and research as required.
• Arrangements and contacts for DRR-P and DRR-O travel, including preparation of agenda and schedules, confirmation of appointments, briefing materials, etc.
• Administration of travel, meetings, appointments and briefings of DRR-P and DRR-O. 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

Ensures facilitation of knowledge building and knowledge sharing in the CO focusing on achievement of the following results.

• Sound contributions to knowledge networks and communities of practice.
• Organization of trainings for the operations/ projects staff on programme.
• Maintain organized records of DRR-P & DRR-O offices, meetings activities case studies, human-interest stories, photographs, and other relevant documents that can be drawn upon in support of knowledge sharing and advocacy. 

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

Business Management 

• Working with Evidence and Data: Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions, and supporting decision-making
• Digital Awareness and Literacy: Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed
• 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.
• Communication: Ability to communicate in a clear, concise, and unambiguous manner both through written andverbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media, and other appropriate channels.
• Monitoring: Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results.

Technical – Finance 

• Budget management: Ability to support budgetary aspects of work planning process, drawing and management of team budgets

Administration & Operations

• Event Management: Support projects with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Education:

Secondary education is required, or  

University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement.

Experience:

Minimum of 5 years (with high school diploma) or 2 years (with bachelor’s degree) of progressively responsible administrative or project experience is required 

Required skills:

Experience in the use of computers, office software packages (MS Word, Excel, etc.) and web-based management systems, and advanced knowledge of spreadsheet and database packages.

Desired skills in addition to the competencies covered in the Competencies section:

• Experience in preparation of financial reports and overviews 
• Knowledge of monitoring and evaluation tools 
• Knowledge of project management processes 
• Knowledge of procurement procedures of national / international organizations  

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