Executive Associate to Resident Representative job at UNDP

About the Organization

The United Nations Development Programme is a United Nations agency tasked with helping countries eliminate poverty and achieve sustainable economic growth and human development. The UNDP emphasizes developing local capacity towards long-term self-sufficiency and prosperity.

Job Description

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

Duties and Responsibilities

Supports effective and efficient functioning of the RR Office focusing on achievement of the following results.
Ensures an environment of professionalism and teamwork at all times and sets exemplary standards of conduct for the office team;
Manages RR’s missions and representation schedule;
Provides visa, accreditation and registration support to the RR, their visitors, other international staff when necessary;
Organizes meetings; appointments and briefings of RR; coordinates the preparation and drafts as required briefing notes and talking points for the meetings and events in advance of the meeting;
Screens all incoming communications, drafts and filters outgoing correspondence for supervisor’s signature, clearance and further action by other staff;
Ensures adherence to appropriate protocol and correspondence guidelines by the office team when communicating with the Government and other external partners;
Updates the parties concerned on officer-in charge arrangements or ad-interim arrangements during RR absences upon securing RR clearances.

Provide effective communications support to the office to facilitate essential flow of information.
Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents;
Coordinate information flow in the office, and follow up on circulation files;
Facilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit;
Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR;
Screen all incoming calls and correspondence;
Provide advice to senior officials on national protocols and UN related procedures.
Facilitate knowledge building and management in the Country Office.
Provide sound contributions to knowledge networks and communities of practice;
Organize specialized training for secretarial and/or support staff;
Organize training for UN staff on coordination, administration and protocol issues.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Qualification, Experiences and Competencies

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies

Documents And Records Management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving.
Events Management (including Retreats, Trainings And Meetings)
Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Customer Satisfaction/Client Management

Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
Provide inputs to the development of customer service strategy.
Look for ways to add value beyond clients’ immediate requests.
Ability to anticipate client’s upcoming needs and concerns.

Knowledge Generation

Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need.

Education

Required Skills and Experience

Secondary Education is required with specialized secretarial training.
A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.

Experience

Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level.
Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP.

Language Requirements