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 RC missions and representation schedule.
- Maintenance of rosters of high-level partners, telephone lists.
- Preparation of correspondence, directives, comments on behalf of RC for his/her signature and making follow-up when required.
- Use of automated office management systems for effective functioning of the 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 RC office, follow up on circulation files.
- Facilitation of information sharing between UNCT and the UN Coordination Unit and with development partners.
- 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 financial management, including strategic partnerships and resource mobilization 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.
- Provides support on processes related to finance, procurement and budget management for the RCO, including tracking and reporting on mobilized resources.
4. Provides support to the effective coordination of the UNCT, advocacy of UN activities, under the guidance of the UN Coordination Specialist, focusing on the achievement of the following results:
- Supports the UNCT meetings and other UNCT coordination activities (planning, minutes etc)
- Maintenance of information on RC system activities.
- Supports the Communication Officer in updating and maintenance of the UN website as well as in 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.
Impact of Results
The key results have an impact on the efficiency of the RC office. Accurate analysis and presentation of information strengthens the capacity of the RC office and promotes the image of UN as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
Competencies
Core Competencies:
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
- Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
- Understands the main processes and methods of work regarding to the position
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Strives to keep job knowledge up-to-date through self-directed study and other means of learning
- Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
- Documents ‘best practices’ in organizational change and development within and outside the UN system
- Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
Client Orientation
Level 1.1: Maintains effective client relationships
- Reports to internal and external clients in a timely and appropriate fashion
- Organizes and prioritizes work schedule to meet client needs and deadlines
- Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
- Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Prepares timely inputs to reports
- Maintains databases
Required Skills and Experience
Education:
Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.
Experience:
7 years (4 Years with a bachelors Degree) of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
Language Requirements:
Fluency in the UN and national language of the duty station.
Disclaimer
Important applicant information
All posts in the GS categories are subject to local recruitment.
Applicant information about UNDP rosters
Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.
Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.
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