Posted on :
12 Feb, 2019
12 Feb, 2019
Under the guidance and direct supervision of the UN Resident Coordinator (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
Job Title: Executive Associate
Duties And Responsibilities
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.
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.
Sound contributions to knowledge networks and communities of practice.
Organization of specialized trainings for secretaries.
Organization of trainings to UN staff on coordination, administration and protocol issues.
Make reservations form meeting and conference spaces, following BOS procedures, and follow up to ensure prompt payments.
Commission catering services for UNCT and other events and follow up to ensure prompt payments.
Prepare materials for UNCT meetings and events, including duplication of hand-outs and distribution of agendas and meeting notes.
Oversee the distribution of invitations to stakeholders, follow up RSVPs, prepare lists of participants and facilitate security clearances into the building.
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Level 1.1: Maintains effective client relationships
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Required Skills and Experience
Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.
6 years 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.
Fluency in the UN and national language of the duty station.
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.
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.