Programme Assistant – must be ellible to work in Belgium

United Nations Development Programme (UNDP)
  • Location
    Brussels, Belgium
  • Sector
    Non Profit
  • Experience
    Early Career
  • Apply by
  • Posted
    Oct 28

Position description

The United Nations Development Programme (UNDP) Representation Office in Brussels, Belgium represents UNDP both vis-à-vis the EU and the Government of Belgium and plays an active role in facilitating a unified and coherent action of the more than 20 UN organizations represented in Brussels. Since 2004, the EC-UNDP inter-institutional relationship has been guided by a Strategic Partnership, focused on governance, and conflict prevention and recovery.

The Office is looking to reinforce its capacity in dealing with the administration, general organization and follow up to a range of representational, policy and programme initiatives.


Duties and Responsibilities

The individual must be self-motivated, with the capacity to take initiatives. He/she must have a good sense of self-organization and flexibility. With excellent communications skills, s/he should be able to work effectively under pressure and meet tight deadlines. Under the overall supervision of the Deputy Director and the direct supervision of the Assistant to Director, the individual will deliver the following:

Administrative support to the Regional Focal Points

• Prepare logistical administrative and financial arrangements, for meetings, events and workshops organized by the Office;

• Support the Regional Bureaus in managing calendars and scheduling appointments and meetings, including for visiting colleagues;

• Arrange travel/hotel accommodation and other logistics;

• Support in the organization of official events/hospitality (lunches, dinners);

• Print document, prepare meeting rooms, file documents;

• Interact with catering companies and suppliers;

• Prepare invitation letters.


Facilitate effective communications and information management support

• Review, prioritize and route correspondence to and from the Office; follow-up action and keeping respective staff informed;

• Review correspondence for internal clearances and signatures;

• Attend Programme Meetings and take minutes;

• Maintain Office Calendars and send out reminders as necessary;

• Respond and/or direct inquiries to the appropriate Office for timely action and/or response.


Support to external relations activities

• Support Office interaction with various external partners (governmental officials, donors, civil society, UN agencies and other partners) through collaborative and proactive relationship with counterparts and colleagues in those offices.



Core Values and Ethics:

  • Demonstrates integrity and ethical standards;
  • Demonstrates the ability to remain objective, neutral and independent vis-à-vis all parties involved;
  • Demonstrates commitment to UNDP’s mission, vision and values by supporting corporate goals;
  • Complies with UNDP’s rules, regulations and code of conduct;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Task Management Skills:

  • Solid experience in meeting/conference planning and management;
  • Excellent planning and organization skills with ability to implement and report on work;
  • Demonstrates ability to identify problems and proposes solutions to resolve a wide range of complex issues/problems;
  • Documents processes to support change initiatives;
  • Maintains effective client relationships.


  • Writes clearly and effectively;
  • Speaks clearly and convincingly;
  • Listens actively and responds effectively;
  • Good phone etiquette;
  • Acts as a team player while also taking individual initiative to complete outlined tasks.

Technical Skills:

  • Demonstrated ability in usage of Microsoft office suite; presentation software applications;
  • Experience in handling of web-based management systems.

Expected Deliverables:

  1. Produce progress reports outlining the progress achieved according to ToR at the end of each calendar month.
  2. One final report outlining the achievements for the entire duration of the assignment at the end of the contract.



Required Skills and Experience

  • Post-secondary education with a focus on Secretarial studies, Office Management, in International Relations, Development, European Political and Administrative Studies, Communications or related area.
  • Minimum one (1) year of relevant experience in Administration and Office Management.
  • Experience of UN/UNDP or other (inter)national entity work environment and organizational set-up an asset.
  • Experience in the usage of computer and office software packages (MS Word, Excel, etc).
  • Fluency in oral and written English and French is required.
  • Working knowledge of other UN official languages is an advantage.

Please note that UNDP cannot guarantee residence permits or visas for consultants. 

Applicants must therefore have a valid work permit or permanent residency in Belgium.


Application Submission Process

The application submission is a two-step process. Failing to comply with the submission process may result in disqualifying the applications:


Step 1: Interested individual consultants must include the following documents when submitting the applications in UNDP job shop (Please note that only 1 (one) file can be uploaded therefore please include all docs in one file):


  • Filled and duly signed P11 form or CV including all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references (the template can be downloaded from this link:
  • An updated curriculum vitae.
  • A motivation letter prepared by the candidate detailing how he/she is best fit for this consultancy given his/her experience and background.

Application instructions

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