UNDP Jobs - 51812- Special Assistant to the Director (RBLAC)

Special Assistant to the Director (RBLAC)

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-3

Duration of Initial Contract :

1 year

Languages Required :

English Spanish

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

The Directorate is responsible for the overall strategic vision and guidance of the Regional Bureau for Latin America and the Caribbean (RBLAC), and directs and manages regional programme and country operations of the region to achieve performance targets and objectives. Under the overall supervision of the Assistant Administrator and Director, and in close coordination with the Executive Associate and Executive Assistant Regional Bureau for Latin America and the Caribbean (RBLAC), the Special Assistant will provide day-to-day support in implementing the Bureau’s mandate on the overall strategic vision and management of RBLAC’s country operations in the region. The Special Assistant is the primary point of contact for all meetings, missions, conferences, etc. and related reporting undertaken by the Bureau Director.

Duties and Responsibilities

Summary of Key Functions:

Serves as focal point for the Executive Office, OPG, EG on all issues related to the regional programme and country operations in the region;
Manages the daily calendar and schedule of the Assistant Administrator and Director, RBLAC;
Conducts research, review and analysis of key documentation for the Director;
Attends meetings, coordinates special projects, missions and travels with the Director, as needed, on official visits;
Drafts correspondence, notes-to-the-file and contribution to the preparations of speeches, reports, presentations, etc.

Serves as focal point for the Executive Office:

Assists the Bureau Regional Director and Deputy Director in ensuring the smooth running of the Directorate by providing them with the up-to-the-minute information, drafts of analyses, presentations, and well-crafted messages he/she needs for day-to-day management, meetings and external contacts;
Primary point of contact for RBLAC’s Executive Office, OPG, EG, on all issues related to the regional programme and country operations in the region;
Interacts as required with RBLAC staff, UNDP RC/RRs, UNDP senior staff at corporate and regional levels, as well as other UN system colleagues and external partners to ensure that the Director and Deputy Director are kept abreast of important developments affecting the Bureau;
Coordination of briefs, inputs to briefs and position papers for Regional Director, ensuring completeness and coordination with the RBLAC units;
Contributes to timely and efficient information sharing in the Bureau, including discussion-papers, documents for e-review, minutes with relevant decisions and others.

Manages the daily calendar and schedule of the Assistant Administrator and Director:

Careful review (in conjunction with the Executive Associate) of the daily calendar and schedule of the Assistant Administrator and Director, ensuring at all times that the Director’s day-to-day schedule is well planned and serviced in terms of background briefs and issues to be covered in the meetings;
Regular contacts with the relevant Bureaux/Divisions in UNDP to obtain briefs, background documents and related material;
Collaboration in resolving conflict situations and ensuring that all meetings have adequate representation from the substantive units as well;
Manages the Director's incoming correspondence (including electronic messages), assists with responses and prioritize them for his/her attention through the Executive Associate/Executive Assistant;
Collaborates with the operational planning missions undertaken by the Regional Director, including identifying major meetings and preparation of briefing documentation;
Ensures that a system is in place to handle delicate and sensitive information matters with tact and acumen.

Conducts research, review and analysis of key documents for the Director:

Review and analysis of the key documentation for the Director;
Review of the briefs to ensure comprehensiveness of input;
Background research done and inputs obtained from focal points as required;
Research and all background documentation obtained for the meetings attended by the Director;
Research on topics as assigned, information synthesized and summarized for the Bureau Director to facilitate decision-making;
Background documentation and briefing notes prepared;
Reports, talking points and mission reports elaborated in support to the Director agenda, collecting information from the different units in NY including the Regional Hub.

Attends meetings, coordinates special projects, missions and travels with Director, as needed, on official visits:

Attendance with the Director at meetings with senior government officials and senior United Nations officials and all levels of staff within UNDP;
Discussions heldwith in-house expertise the issues to be raised, providing relevant feedback to the Director;
Coordination of special projects and assignments on behalf of the Director, frequently involving senior managers of the Bureau as well as a broader constituency;
Travels with the Director, as needed, on his official visits to UNDP country offices/United Nations system meetings and donor and intergovernmental meetings;
Timely preparation of all following reports and correspondence, including reports for the Administrator;
Development of agenda for meetings chaired by the Director;
Regular contacts with the Office of the Administrator and the Directorates of other Bureaux;
Liaison and correspondence with Missions to the UN, IGOs and NGOs on issues related to conflict prevention and recovery.

Drafts correspondence, notes-to-the-file and contributes to the preparations of speeches, reports, presentations, etc.:

All follow-up correspondence, notes-to-the-file drafted;
Provision of feedback/exchange information with the focal points in the Bureaux/Divisions;
Timely follow-up action taken and that the Director’s commitments and agreements appropriately reflected;
Careful review of correspondence drafted for the Director’s signature to ensure clarity and that the Director’s position is clearly reflected;
Drafts and/or assists in the drafting of correspondence at the request of the Director for clearance and signature.

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.

Technical/Functional

Primary:

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:

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, business administration, including international relations, public administration or related fields.

Experience:

At least 5 years of relevant professional experience with the United Nations system, of which two in the field;
Knowledge of the UN/UNDP system procedures;
Experience in working as Special Assistant desirable.

Language:

Fluent in English and Spanish, both oral and written, is required;
Working knowledge of other UN official language is an asset such as French.

Other:

Required computer skills in a standardized language.