UNDP Jobs - 51800- Special Assistant to the Director (RBAS)

Special Assistant to the Director (RBAS)

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA International

Starting Date :

05-Jan-2015

Application Deadline :

05-Dec-14 (Midnight New York, USA)

Post Level :

P-4

Duration of Initial Contract :

1 year

Languages Required :

Arabic 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

Under the overall supervision of the Assistant Administrator and Director, Regional Bureau for the Arab States (RBAS), the Special Assistant provides operational, planning, managerial, technical and coordination support to the work of the Regional Director’s Office to facilitate the implementation of the Bureau’s mandate and strategic goals. The Special Assistant is the primary point of contact for all matters, including day-to-day business, meetings, missions, conferences, etc. and related strategic guidance, priorities and reporting undertaken by the Regional Director. S/he works in close collaboration with the Bureau’s senior managers and programme and operations staff, the Executive Office and senior level officials across the organization and the UN system. S/he ensures full confidentiality and discretion in the delivery of the assigned responsibilities, with due adherence to protocol and compliance with deadlines and commitments made.

Duties and Responsibilities

Executive support to the Regional Director:

Conduct research, substantive review and appraisal of relevant information and documents for the Regional Director. Prepare analytical summaries to facilitate comprehensive information and decision making.
Prepare, edit and/or coordinate the preparation of substantive briefs, speeches, executive presentations and other materials as needed for the Director’s internal or external use.
Manage correspondence for the Director’s office ensuring quality and relevance to subject and themes. Coordinate the provision of specific inputs and monitor comprehensiveness and accuracy of data.
Provide strategic advice and support on a range of issues related to the Director’s priorities to facilitate his/her assessment and decisions. Alert the Director on sensitive issues and critical developments for his/her immediate attention.
Assist the Director and his/her team in coordinating the sharing of relevant information. Ensure the timely follow-up to the Director’s directives, including the effective dissemination of pertinent information to senior management and other relevant staff at Headquarters and in other offices.
Provide support to the overall office management, attend meetings and monitor the implementation of tasks assigned by the Director. Identify bottlenecks and proactively address potential delays in expected deliveries.
Initiate, plan and manage special assignments/projects for the Director and serve as his/her representative at meetings with other managers for planning and coordination purposes.

Internal and External Relations Management:

Represent the Bureau at meetings with the Executive Office. Manage the daily information flow between the two offices acting as the primary point of contact to ensure all actions and requests are properly addressed.
Manage the preparation of required documentation for the Executive Office, including executive briefs, liaising with senior managers at HQ, the Regional Hub and Country Offices, on issues requested/delegated by the Director. Ensure the proper classification and electronic storage of documentation with due regard to confidentiality.
Support the planning and execution of the Administrator and Associate Administrator’s missions to country offices in the region by providing specific inputs and advice and liaising among the Executive Office, RBAS Directorate and the country offices’ senior management.
Serve as focal point for interagency relationships and issues by attending meetings, taking notes and drawing conclusions on political implications and opportunities for interventions and forging of partnerships which would require the Director’s active and direct intervention.
Act as the key interlocutor for the Regional Director with the offices of high level officials in the UN system and external partners including member states and the NGO community. Foster collaboration by providing timely documentation and substantive inputs to joint initiatives and projects and network effectively to strategically position the Director and the Bureau’s work and agenda.

Management of the Regional Director’s agenda:

Provide advice and strategic support to the Director on his/her overall leadership and management of the Bureau, in close collaboration with Division Chiefs and Bureau teams.
Manage the planning and organization of the Director’s official travel, including the timely preparation of background documents by the relevant divisions and units and coordination with country offices and government officials. Draft talking points and targeted briefs to facilitate the Director’s assessment of key issues.
Oversee the Director’s calendar and schedule his/her appointments with the support of the Director’s Executive Associate.
Analyze and sort through critical issues for the Director’s attention to prioritize consultations and facilitate decision making.
Proactively liaise with UNDP senior staff at corporate and regional levels, as well as other UN system officials and external partners to ensure that the Director is kept abreast of important developments affecting the region and assess impact on his/her agenda and forthcoming missions.

Communications management:

Liaise with BERA to plan and organize all communications aspects related to the Director’s official missions, including media interviews, press conferences, report launches and various media publications.
Draft speeches and guidance notes for the Director’s attention tailoring style and focus as per specific needs and target audiences.
Review and ensure quality control of all documents and communications that emanate from the Director in terms of accuracy, political impact, substance or presentation. Verify that reports are clear, objective and based on comprehensive data and meet required standards before completion to ensure compliance with relevant policies and mandates.
Ensure active and open communication to and from the Director’s office. Keep the Director informed of sensitive and emerging issues requiring intervention or decision internally and externally.

Competencies

Core Competencies:

Innovation - Ability to make new and useful ideas work;
Leadership - Ability to persuade others to follow;
People Management - Ability to improve performance and satisfaction;
Communication - Ability to listen, adapt, persuade and transform;
Delivery - Ability to get things done.

Primary Competencies:

UN System - Knowledge of the UN System and ability to apply to strategic and/or practical situations;
Relationship Management / Partnerships - Ability to engage with other parties, agencies, donors, and other development stakeholders and forge productive working relationships;
Brief and Speech Writing - Ability to prepare quality briefs and/or speeches;
Representation - Ability to productively share UNDP knowledge and activities (at UN and other venues);
Resource Mobilization - Ability to identify and organize programmes and projects to implement solutions and generate resources.

Secondary Competencies:

Knowledge Management - Ability to efficiently handle and share information and knowledge;
Quality Assurance - Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled;
Negotiation - Ability to reach an understanding, resolve point of difference, or gain advantage in the outcome of dialogue.

Required Skills and Experience

Education:

A minimum of a Master’s degree or equivalent in development, international relations, public administration, business administration or related fields.

Experience:

At least 7 years of professional experience at the national or international level in executive/management-level support in or delivery of development advisory services, partnerships and representation, in the United Nations system, NGOs or public-sector organizations.
Knowledge of the UN system and procedures. Prior work experience in a UNDP country or regional office an asset.

Language Requirements:

Fluent in English and Arabic both oral and written.Working knowledge of another UN official language is an asset.