Background

Under the guidance and direct supervision of the Resident Representative (RR) of Brazil UNDP Country Office / UN Resident Coordinator (RC), the Executive Associate to RR/RC ensures effective and efficient functioning of the RR/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 RR/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 Resident Representative of Brazil UNDP Country Office / UN Resident Coordinator 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 RR/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. 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 secretaries.
Organization of trainings to UN staff on coordination, administration and protocol issues.


IMPACT OF RESULTS
The key results have an impact on the efficiency of the RR/RC office in Brazil. Accurate analysis and presentation of information strengthens the capacity of the RR/RC office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

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

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

Required Skills and Experience

Please, fill with details and complete data all the required information in the Personal History Form: http://www.pnud.org.br/arquivos/p11.doc  (check bellow how to submitt application)

ATTENTION! Only applications made on UNDP Personal History Form - P11 and submmited on time in the UNDP Jobs System will be examined.

Education: Secondary Education. University Degree or equivalent would be desirable, but it is not a requirement.

Experience: 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.

Language Requirements: Fluency in English and Portuguese. Working knowledge of Spanish will be considered an asset.

SUBMISSION OF APPLICATIONS:

Click "Apply Now". After filling the fields and clicking in "Submit Application", you MUST attach in the next page the UNDP Personal History Form - P11. The P11 can be found in: http://www.pnud.org.br/recrutamento/P11_Personal_history_form.doc  

Only applications made on UNDP Personal History Form - P11 and submmited on time will be examined.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Due to the volume of applications received, receipt of applications cannot be acknowledged individually. Only short-listed applicants will be contacted