Secretary/Administrative Assistant UNDP BOTSWANA

International Civil Aviation Organization (ICAO), Technical Cooperation Bureau (TCB). The ICAO/TCB is engaged in the implementation of a project entitled: Cooperative Development of Operational Safety and Continuing Airworthiness Programme in the Southern African Development Community (COSCAP-SADC). This project aims to establish a Regional Safety Oversight Organization (RSOO) in the SADC sub-region. The project office is located in Gaborone, Botswana. The project is also responsible for establishing regulatory and procedural harmonization among the Civil Aviation Authorities of the SADC Member States, and to provide inspector training and guidance in certification, surveillance and personnel licensing tasks.

Duties and Responsibilities

Summary of Key Responsibilities: Prepare and manage correspondence, reports and documents generated by the COSCAP-SADC Project. Organize and coordinate meetings, workshops, training, special assistance missions and travel arrangements of the ICAO Experts and the Regional Inspectors. Take, prepare and distribute minutes of meetings and workshops. Implement and maintain office systems. Maintain schedules and calendars of the ICAO Experts and Regional Inspectors. Arrange and confirm appointments. Organize internal and external events Handle incoming electronic mail and other material Set up and maintain electronic filing systems Assist in the development and documentation of COSCAP-SADC work procedures Collate information Establish and maintain charts and databases Communicate verbally and in writing to answer inquiries and provide information Liaise with internal and international points of contact Coordinate the flow of information both internally, externally and on the project website Operate office equipment Manage office space Carry out other related duties as may be assigned

Competencies

Communication: The ability to communicate effectively with people at different levels. Good overall secretarial, drafting and editing skills are required. Teamwork: The ability to work cooperatively or collaboratively with colleagues in work groups and as part of teams to achieve agreed goals. Initiative, discretion and the ability to maintain harmonious working relationships. Accountability: The ability to take ownership of all responsibilities and honour commitments. Client Orientation: The desire and determination to provide the best quality service to the client and to work in partnership to mutual benefit. (N.B. all those to whom services are provided are considered as “clients”, whether they are internal or external). Technological Awareness: Knowledge and skill operating office automation equipment and contemporary software including graphs and spread sheets. The ability to keep up to date on new or revised techniques, procedures and equipment relevant to the work, new forms, filing procedures or software capabilities. Organizational Skills: The ability to bring a systems approach to the project through good records management, time management, analytical skills, prioritization and an understanding of the big picture. International outlook, character and integrity: Adherence to and capacity to promote the values and framework of the United Nations’ Standards of Conduct for the International Civil Service and/or equivalent national or international standards of conduct.

Required Skills and Experience

Education: Secondary education including completion of secretarial, administrative management and office automation courses. Experience: Minimum five years of related experience in Government or Industry is desirable. Language: Fluency in written and spoken English. Working knowledge of the French and/or Portuguese languages is very desirable.

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.

Secretary/Administrative Assistant