Background
Under the guidance and direct supervision of the RC, the Executive Associate to RC ensures effective and efficient functioning of the RC office, 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 can supervise the secretarial and clerical staff of the office. The Executive Associate to RC works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
1. Ensures effective and efficient functioning of the RC 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/RC missions and representation schedule.
- Maintenance of rosters of high-level partners, telephone lists.
- Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required.
- Use of automated office management systems for effective functioning of the RR/RC 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.
- Facilitation of information sharing between UNCT and the UN Coordination Unit.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC.
- 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. Provides support to strategic partnerships and implementation of the resource mobilization strategy focusing on achievement of the following results:
- Provides support to the relationships across the UNCT and donors, ensuring that appropriate client services are provided.
- Analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts.
- Track and reporting on mobilized resources.
4. Provides support to effective advocacy of UN activities, under the guidance of the UN Coordination Specialist, focusing on the achievement of the following results:
- Maintenance of information on RC system activities.
- Contribute to the updating and maintenance of the UN website.
- Preparation of public information materials as requested.
5. Ensures facilitation of knowledge building and management focusing on achievement of the following results:
- Sound contributions to knowledge networks and communities of practice.
- Organization of specialized trainings for protocol and administrative/logistic functions.
- Organization of trainings to UNRCO staff on coordination, administration and protocol issues.
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