UNDP Jobs - 52228- Special Assistant to the Director (RBEC)

Special Assistant to the Director (RBEC)

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA International

Starting Date :

01-Feb-2015

Application Deadline :

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

Post Level :

P-4

Duration of Initial Contract :

1 year

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

UNDP’s Regional Bureau for Europe and the CIS (RBEC), established in 1992, covers around 22 countries and territories in Central and Eastern Europe, the Caucasus and Central Asia. The Bureau consists of headquarters in UNDP New York, country offices (COs); and a Regional Hub in Istanbul which administers the regional programme and provides substantive support to Country Offices.

In this complex environment, it is critical that the Director is well informed, prepared and thoroughly briefed on current and on-going issues of strategic, operational and development importance. Consequently, the role of the Special Assistant carries a significant responsibility to ensure accurate, credible and timely information flow, reporting and forward planning.

As a part of his/her role, the Special Assistant provides day-to-day support to the Regional Director, working in close collaboration with the Bureau’s senior managers and programme staff in both New York and Istanbul, as well as the Executive Office and other senior level officials across the organization and the UN system. Under the overall guidance and direct supervision of the Regional Director, the Special Assistant also undertakes regular reviews and analysis of new initiatives and proposals, and advises the Director of their relevance and impact, taking into account the Bureau’s organizational structure and strategic priorities. The Special Assistant ensures full confidentiality and discretion in all aspects of the business of the office, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

Duties and Responsibilities

Summary of Key Functions:

Provides effective executive-level support to the Regional Director;
Manages the Director’s relations with the Executive Office, the UN System and external partners;
Leads the efficient, rational and strategic use of the Director’s time;
Manages the accurate and coordinated flow of communication and data in and out of the Directorate;
Leads special Projects.

Provides effective executive-level support to the Regional Director:

Conducts research, substantive review and critical analysis of information and documents for the Regional Director;
Synthesizes and summarizes information for the Director to facilitate decision-making;
Prepares and/or coordinates preparation of, substantive policy briefs, speeches and detailed presentations and other materials as needed for the Director’s internal and external use;
Provides strategic advice and support on a range of issues related to the Director’s priorities to facilitate his/her direction of the Bureau;
Facilitates the flow of communication between teams, particularly between New York and Istanbul to ensure establishment of efficient workflows;
Manages the communication linkages within the Bureau, including between the units and the Directorate;
Contributes to aligning business processes and makes suggestions for rationalization of workflows where needed
Interacts with senior management at UNDP and other Agencies, government officials, donors, business leaders, media, NGOs, and others to identify issues of strategic, developmental and political interest for the Director;
Advises the Director on strategic communications, reputational and crisis management;
Liaises with the Executive Office in support of the Director’s positioning as a substantive thought leader within the development domain in the region, promoting UNDP’s mandate and corporate goals through effective advocacy in a way that boosts demand for our programmes and upstream policy advice;
Takes the lead on planning and coordination of annual RC/RR Cluster Meetings in the region.

Manages the Director’s relations with the Executive Office, the UN System and external partners:

Prepares the Director for Executive Group meetings, and the Deputy Director for Operational Support Group meetings, by soliciting and compiling inputs and talking points
Represents the Bureau at meetings with the Executive Office and facilitates information flow between the two offices;
Manages the preparation of briefs, correspondence, and other documentation for the Administrator/Associate Administrator within the Bureau, ensuring quality control and timely submission;
Supports the planning and execution of the Administrator and Associate Administrator’s visits to Country Offices in the region, provides advice, and serves as the liaison among the Executive Office, RBEC Directorate and the CO senior management;
Serves as the key interlocutor for the Regional Director with the offices of high-level officials in the UN System and external partners.

Leads the efficient, rational and strategic use of the Director’s time:

Oversees the Director‘s calendar and schedules his/her appointments with the support of the Director’s Executive Associate;
Liaises with Country Offices and relevant parties to ensure proper coordination of and preparation for the Director’s official missions and Country Office visits;
Prioritizes and coordinates travel plans for the Director and oversees meeting arrangements;
Uses sound judgment to sort through issues requiring the Director’s attention as well as other demands on the Director’s time, to prioritize decision-making by the Director;
Serves as the chief aide and liaison to the Director and as the primary manager of his/her daily agenda.

Manages the accurate and coordinated flow of communication and data in and out of the Directorate:

Manages the Director’s incoming correspondence (including electronic messages as forwarded/copied), assists with responses and prioritize them for his/her attention;
Acts as first line ‘information filter’, helping manage information flow to and from the Director with the support of the Executive Associate;
Develops and maintains a tracking system to assist the Director/Deputy Director in following up on assignments and confidential correspondence;
Ensures that a system is in place to handle delicate and sensitive matters with tact and acumen;
Drafts and/or assists in the drafting of correspondence at the request of the Director/Deputy Director for their clearance and signature;
Staffs key meetings with/in support of the Director/Deputy Director and prepares relevant notes for file.

Leads Special Projects:

Initiates, plans and manages special assignments/projects for the Director and serves as his/her representative at meetings with other managers for planning and coordination purposes.

Impact of Results

The key results have an impact on the quality and results orientation of the Regional Bureau and overall achievement of the RBEC Work plan.

The results of the work of the Special Assistant impact on the effectiveness, accuracy and timeliness of the Director’s communication and information flow with his/her senior managers and staff, other Bureaux Directors, Executive Office and external parties. The work of the Special Assistant has a direct bearing on the image of the Bureau particularly as it relates to perceptions of the Bureau’s efficiency, responsiveness and effectiveness.

The impact of the work of the Special Assistant is also crucial in enhancing the Director’s team building with RBEC country offices, and partnerships with Agencies, NGOs, donors and programme countries through timely analysis of intelligence, meeting decisions, accurate briefings and reporting.

Competencies

Core Competencies:

Ethics & Values:

Demonstrates and promotes the highest standard of integrity, impartiality, fairness and incorruptibility in all matters affecting his/her work and status.

Organizational Awareness:

Understands the structure and hierarchy of UND/UNDP, process flows throughout the organization, products and services, their measures of effectiveness, and perceptions of clients.

Developing & Empowering People:

Takes appropriate risk in developing new or adapting existing methods and approaches to more effectively perform tasks or to solve problems in new and unique ways.

Working in Teams:

Works collaboratively with team members sharing information openly and displaying cultural awareness and sensitivity.

Communicating Information and Ideas:

Uses tact and sensitivity when delivering sensitive information or resolving delicate issues.

Self-Management & Emotional Intelligence:

Adapts flexibly to changing situations, overcomes obstacles and recovers quickly from set-backs.

Negotiating & Resolving Disagreements:

Builds consensus by focusing attention on areas of agreement and by getting others to confirm them.

Knowledge Sharing & Continuous Learning:

Demonstrates commitment to ongoing professional development and keeps abreast of new developments in his/her professional field.

Decision-making:

Makes decisions within his/her own span of control, recognizes issues requiring more advanced judgment and refers them to the appropriate level.

Functional Competencies:

Building Strategic Partnerships:

Identifying and building partnerships

Effectively networks with partners seizing opportunities to build strategic alliances relevant to UNDP’s mandate and strategic agenda;
Displays initiative, sets challenging outputs for him/herself and willingly accepts new work assignments;
Takes responsibility for achieving agreed outputs within set deadlines and strives until successful outputs are achieved.

Client Orientation:

Contributing to positive outcomes for the client

Anticipates client needs;
Works towards creating an enabling environment for a smooth relationship between the clients and service provider;
Keeps the client informed of problems or delays in the provision of services;
Solicits feedback on service provision and quality.

Job Knowledge/Technical Expertise:

In-depth knowledge of the Subject-matter

Understands more advanced aspects of the Bureau’s strategy, as well as the fundamental concepts of the organization;
Keeps abreast of new developments in his/her area of Special Assistant and seeks to develop him/herself professionally;
Demonstrates comprehensive knowledge of information technology and applies it in work assignments;
Continues to seek new and improved methods and systems for accomplishing the work of the Directorate;
Demonstrates comprehensive understanding and knowledge of protocol procedures and management of information flow.

Promoting Organizational Learning & Knowledge Sharing:

Developing tools and mechanisms

Identifies new approaches and strategies that promote the use of tools and mechanisms

Required Skills and Experience

Education:

Advanced university degree in development studies, international relations, public administration, business administration, economics, social sciences or related field.

Experience:

7 years relevant work 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;
Proven knowledge of the UN system and procedures, with prior work experience in a country office or regional office an asset.

Language:

Fluency in English;
Knowledge of another UN language an asset.