UNDP Jobs - 38688- Executive Associate to the Resident Representative

Executive Associate to the Resident Representative/Resident Coordinator- readvertised

Location :

Minsk, BELARUS

Type of Contract :

FTA Local

Starting Date :

30-Sep-2013

Application Deadline :

24-Aug-13 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

one year, extendable

Languages Required :

English Russian

Expected Duration of Assignment :

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. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

This is a locally recruited position

Only the UNDP PERSONAL HISTORY FORM (P11) will be considered for screening of applications! It can be downloaded at the following link:UNDP Personal History Form

UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. No telephone inquires will be entertained. Only short-listed candidates will be contacted.

Under the guidance and direct supervision of the RR/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

Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:

Management of the RC/RR’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the office team.
Adherence to appropriate protocol and correspondence guidelines by the office team when communicating with Government and other external partners.
Visa, accreditation and registration support to the RC and his visitors, as well as international staff.
Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
Management of RR/RC missions and representation schedule.
Efficient and discreet management of the RR/RC’s schedules and transport requirements.
Coordination of preparation and submission of high quality briefing materials for supervisor for appointments, meetings, missions.
Preparation of informal translations and acting as an interpreter when required.
Updating the contact list of embassies and UNCT.
Keeping the database of the RC contacts through the use of the electronic business card directory.
Preparation of correspondence 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.
Maintenance of the RC attendance records in the hard copy and ensuring proper reflection in Atlas.
Updating the parties concerned on the RC a.i., DO a.i. and RR a.i. arrangements.
Assistance to the RC in personal matters, including preparation of claims and other entitlements.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

Establishment of an effective network and exchange of information with internal partners and important business clients
Coordination of the information flow in the office.
Facilitation of information sharing between UNCT and the UN Coordination Unit.
Follow up on deadlines, commitments made, actions taken and prioritization of items requiring the RC’s attention
Screening of correspondence and calls for the attention of the RC.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Training of new or temporary support personnel on office methods, systems and procedures
Sound contributions to knowledge networks and communities of practice.

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

Functional Competencies:
Building Strategic Partnerships
Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing
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
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
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
Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components

Client Orientation
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
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 training in logistics/administration. University Degree or equivalent would be desirable, but it is not a requirement.

Experience:
6 years of progressively responsible administrative and/or 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 Russian.