Title:  (Executive Secretary) 
Project: Yemen Integrated Urban Services Emergency Project II (YIUSEP II)
Duty station: Aden, Yemen
Section/Unit:  Project Management
Supervisor: Project Implementation Unit Manager

GENERAL BACKGROUN ON THE RMF-IU:
Created in 2005, the RMF-IU has considerable experience in contract management. It had implemented several road maintenance and road rehabilitation contracts with funding from the road maintenance budget as well as from various donors, including the World Bank. For these contracts, the unit had managed all procurement activities for goods, works and consulting services. It had accumulated extensive experience in preparing bids, requests for proposals from consultants, and tender documents. The RMF-IU was headquartered in Sana'a since 2005, and in 2018 it has been transferred to be headquartered in Aden city based on cabinet decision No. (45) of (2018) regarding the transfer of the main centers of the funds to the temporary capital of Aden, Yemen.

BACKGROUND INFORMATION – JOB SPECIFIC

With funds received from the World Bank (IDA Grant YIUSEP II) for a period of two years, the United Nations Office for Project Services (UNOPS) will implement a project aiming at restoring critical urban areas within the Republic of Yemen. The project targets some cities in Yemen that have an estimated pre-crisis population of 50,000 people or more, or that have been covered in the Yemen Damage and Needs Assessment.

Under a direct project cooperation agreement between UNOPS and RMF-IU, the subprojects to be implemented by RMF-IU will be all under the urban roads/transport sector targeting the rehabilitation of selected primary and secondary urban roads including those at the entrances to the cities. RMF-IU will perform all necessary activities towards the design and implementation of each sub-project until completion to the satisfaction of UNOPS. The tasks will be planned in close coordination with UNOPS to ensure delivery to the agreed level of quality, those tasks are project selection, community engagement, design of works, procurement of consultants, procurement of contractors and works, contract administration, and quality management.

Under the direct supervision of the road maintenance project implementation unit manager and in close collaboration with the project team, the Design Engineer will be responsible for the effective technical and operational management for the project in compliance with RMF-IU and UNOPS rules and regulations throughout all the project components and phases. The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the RMF-IU and UNOPS.

FUNCTIONAL RESPONSIBILITIES

Under direct supervision of the Implementation Unit Manager; the executive secretary will be responsible for the following:

• Prepares the agenda for the unit manager and assists in planning appointments and management meetings.
• Coordination and attendance of meetings, writing records of the unit's meetings, and following up its activities with other departments.
• Receiving phone calls and e-mails of the unit and forwarding them on demand.
• Full understanding of the document cycle for each department in the project implementation unit.
• Document's control, Softcopy and hardcopy archiving, including:
  • Arranging according to priorities “outgoing and incoming correspondence , including the unit's emails.
  • Controlling, archiving, recording and following up internal and external correspondence.
  • Controlling and archiving all documents related to all departments in full coordination with the heads of the units’ departments and following up the control according to the documentary cycle and the systems available in the project implementation unit
  • including notice about the partial or total delay of any document from any department,
  • And what it requires from a complete awareness of the general schedule of the project, the nature of the tasks of each department, the project implementation regulations and the documentary cycle.
• Preparing letters and reports issued for the unit manager, whether directed to the United Nations Office for Project Services in English, or in Arabic for others.
• Preparing and processing travel arrangements for work teams.
• Handling confidential documents and ensuring that they remain securely.
• Monitoring the office supplies and logistical needs of the unit.
• Keeping softcopy & hardcopy records and ensure that information is organized so that it can be easily accessed.
• Preparing research presentations and reports upon request.
• Coordinating the work of staff with the unit manager according to the unit manager's directions.
• Any other tasks assigned by the unit manager

 
KNOWLEDGE MANAGEMENT AND KNOWLEDGE SHARING 

• Shares knowledge and experience;
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills;
• Support on the RMF-IU of training and learning initiatives for personnel on relevant topics.
• Provide sound contributions to knowledge networks and communities of practice by synthesizing lessons learnt and dissemination of best practices in project management;
• Share feedback, ideas, and internal knowledge about processes and best practices and utilize productively;
• Perform other duties as may be reasonably required and in line with the incumbent’s scope of services above.

QUALIFICATIONS AND EXPERIENCE

a. Education 

• Bachelor's degree in secretarial / business administration or any related specialty to the field of work, from an accredited university with certificates of experience of not less than 5 years in secretarial work for engineering projects, and
• Experience certificate with at least 3 years of experience in executive secretarial and document control with project implementation units or similar organizations and bodies that deal with local and international partners.
• TOEFL certificate or certificate (advanced levels) in the English language from accredited institutes.
• International Computer Driving License Certificate.

b. Work Experience 

• Experience in executive secretarial work is required; Archiving of Soft & hard copy documentation.
• Full proficiency in computer programs is required, especially "Microsoft Office - Word - Excel - PowerPoint - ... etc."
• Full proficiency in the English language, spoken and written, and correspondence proficiency in English, in addition to Arabic, is required.
• Fluency and speed in typing in both languages (English and Arabic), with good coordination skills for correspondence and reports.
• Experience working in an international NGO, UN agency or other international technical cooperation agency is required
• Fluency in Arabic and English is required.

c. Key Competencies

• Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.
• Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. For people managers only: Acts as positive leadership role model, motivates, directs and inspires others to succeed, utilizing appropriate leadership styles.
• Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others. (If relevant to the role)
• Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact on our beneficiaries.
• Open to change and flexible in a fast-paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behavior. Performance is consistent, even under pressure. Always pursues continuous improvements.
• Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.
• Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

FUNCTIONAL COMPETENCIES:

• Ability to work under extreme pressure, on occasion in a highly stressful environment (e.g. civil strife, natural hazards and humanitarian crisis).
• Cope effectively with competing demands and work under pressure of frequent and non-negotiable deadlines.