UNDP Jobs - 51593- Executive Associate (re-advertisement)

Executive Associate (re-advertisement)

Location :

Istanbul, TURKEY

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

30-Nov-14 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

1 year initially

Languages Required :

English

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

There is a UNDP regional hub established in Istanbul. Deputy Regional Director for RBEC and CO support team is based in Istanbul. UNDP’s Regional Centre for Europe and the CIS is UNDP`s advisory hub for the Europe and CIS region tasked with the responsibility to provide policy and programmatic support to UNDP´s development activities in the region. Throughout UNDP´s focus areas, it works towards increasing the impact of UNDP´s activities in the region by assisting Country Offices in development of country-level initiatives through advisory services and technical support and by implementing regional-level projects in partnership with a wide range of partners supported to a global network of expertise. Under the leadership of the Director, the RBEC Regional Centre employs will a multi-disciplinary team of specialists and advisors, project managers, operations and programme support staff.

Under the guidance and direct supervision of the Deputy Regional Director and/or the Director of the RSC, the Executive Associate ensures effective and efficient functioning of the office of the supervisor, full confidentiality in all aspects of assignment, maintenance of protocol and administrative procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Associate works in close collaboration with the RSC’s staff, Regional hub team, UNDP country office based in Ankara, UNDP HQs, 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 supervisor’s 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/notes and arranges for proper follow up;
Maintenance of protocol and administrative procedures;
Preparation of high quality briefing materials, including in PowerPoint, for supervisor for appointments, meetings, missions.
Preparation of informal translations;
Scheduling of regular staff meetings, management meetings, circulation of agendas, preparation of highlights/minutes;
Management of the supervisor’s missions and representation schedule, arrangement of all travel arrangements, if necessary;
Maintenance of rosters of high-level partners, contact database and telephone lists;
Preparation of correspondence, directives, comments on behalf of the supervisor for his/her signature and making follow-up when required;
Compiles research background substantive material and documentation for use in discussions, mission, briefings, press meetings, conferences, workshops, and missions;
Receives, screens, logs and routes correspondence, attaches necessary background information;
Facilitates logistics of high level missions to the Regional hub or RSC, trainings and workshops;
Use of automated office management systems for effective functioning of the supervisor’s office;
Procurement of office supplies/office services required for smooth functioning of the office through the operations unit;
May support regional projects’ formulation process (LPACs), monitoring work and regional projects’ implementation;
Provides assistance to other members of the RBEC/RSC management team;
May provide administrative support to other the heads of other units of the RSC, based on an agreement with the supervisor.

2. Ensures provision of effective communications support to the Center and the management team 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;
Facilitation of information sharing between the Regional Hub units, RSC and the HQ;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the supervisor;
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and other units of the Regional hub and the RSC.

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 trainings to the RSC staff on coordination, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the supervisor’s office and the RBEC/RSC management team. Accurate analysis and presentation of information strengthens the capacity of the supervisor’s office and promotes the image of UNDP as an effective contributor to the development of the region. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:

Building Strategic Partnerships

Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing

Researches best practices and poses new, more effective ways of doing things;
Documents innovative strategies and new approaches.

Job Knowledge/Technical Expertise

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;
Confidentiality;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems.

Promoting Organizational Change and Development

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

Uses information/databases/other management systems;
Provides inputs to the development of simple system components.

Client Orientation

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;
Excellent communication skills.

Promoting Accountability and Results-Based Management

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;
Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
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.

Leadership and Self-Management

Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

Secondary Education;
Specialized secretarial training would be desirable;
University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

At least 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:

Professional fluency in English and Turkish;
Excellent writing skills in both languages, ability to translate official documents or provide interpretation if necessary;
Knowledge of Russian or other language spoken in Europe and the CIS region would be an asset.
Please note that this is both internal and external announcement, however external candidates will be considered only if possible internal candidates are not found suitable for the post.
Qualified women and members of minorities are strongly encouraged to apply. UNDP is a non-smoking work environment.