UNDP Jobs - 52832- Executive Associate (Regional Service Center for A

Executive Associate (Regional Service Center for Africa)

Location :

Addis Ababa, ETHIOPIA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

15-Jan-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

One year

Languages Required :

English French

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 guidance and supervision of the Regional Hub Manager, the Executive Associate provides executive administrative support to the Regional Hub Manager on matters pertaining to the substance, operations and finance issues of the Addis Ababa Regional Hub, applying administrative rules and regulations and establishing internal operational procedures to enable the smooth functioning of the Regional Hub. The Executive Associate helps ensure effective and efficient functioning of the Regional Hub Manager's office, including management of information flow and follow-up on deadlines and commitments made.

As one of the first points of contact for many people outside the organization, the incumbent interacts with senior UN/UNDP staff, UN agencies, senior government officials and representatives of UNDP's constituencies and deals with a heavy volume of requests and a wide range of highly sensitive matters. The Executive Associate is required to maintain the highest standards of calm, efficiency, personal communication, discretion and independent judgment and be motivated, pro-active and a team player.

Duties and Responsibilities

Summary of Key Functions:

Ensures effective and efficient functioning of the office of the Addis Ababa Regional Hub Manager;
Ensures provision of effective communications support to the Regional Hub Manager;
Provides administrative support to the office of the Regional Hub Manager;
Ensures facilitation of knowledge building and management.

Duties and responsibilities:

1. Ensures effective and efficient functioning of the office of the Addis Ababa Regional Hub Manager:

Management of the schedule/calendar for the Regional Hub Manager with external and internal parties, including visitors from external meetings, determining priority requirements;
Undertaking all travel arrangements for the Regional Hub Manager and ensuring coordination with other travel partners from the internal or external environment;
Coordination with Directorate staff and with regional and thematic focal points for the timely preparation of high-quality briefing materials for appointments, meetings, missions;
Management of the Regional Hub Manager's extensive mission and representation schedule, including proper preparation of travel authorizations and all related travel and financial processes;
Understanding of all protocol procedures and ensuring that procedures are fully implemented with respect to all visitors and guests of the Regional Hub;
Use of office management systems for effective functioning of the Regional Hub Manager's office, including maintenance of rosters of high-level partners, telephone and contact lists, maintenance and use of automated filing systems and ensuring safekeeping of confidential materials.

2. Ensures effective communications support to the Regional Hub Manager:

Coordination of the information flow from the Regional Hub Manager's office to other RBA units at Headquarters and in the field, other UNDP and UN units; identification of opportunities to improve or streamline information flow and communications channels in the office including through innovative IT solutions;
Liaison in a timely manner with all Regional Hub units to ensure that the Regional Hub Manager's decisions, instructions and requests for action and information are communicated to the correct persons for follow-up actions, Self-directed and timely follow-up with all units on actions expected by the Regional Hub Manager and prioritizing of documents according to action required;
Review, proofreading and editing of all correspondence for proper clearance prior to the Regional Hub Manager's Signature, ensuring quality control, substance, sensitivity of issues, and compliance with UNDP standards;
Directing queries to appropriate party or substantive focal points within the Regional Hub for responses;
Presentation of proposals to eliminate communication bottlenecks in the office and streamline communication procedures between the Regional Hub Manager's office and other internal and external units;
Drafting and preparation of correspondence, directives, comments on behalf of the Regional Hub;
Manager for his/her signature and ensuring follow-up as needed;
Organization of Directorate meetings and tracking follow-up actions.

3. Provides administrative support to the Regional Hub Manager:

Application of 'best practices' with respect to administrative, procedures, rules, regulations and systems, and introduction of relevant proposals for their eventual application in the functioning of the Regional Hub Manager's office;
Organization and scheduling of meetings chaired by the Regional Hub Manager, including reservation of room, notification to attendees; logistics; preparation of agenda; organization and distribution of key documentation; drafting/revision of meeting minutes; posting of relevant outputs; support to the Regional Hub Manager in the development of presentations, briefing materials, talking points;
Processing and approval of travel requests in ATLAS in line with UNDP Travel Manual; calculation of DSA entitlements and claims and ensuring the timely settlement of claims; Approver 1 functions in ATLAS;
Finance/accounts management support (i.e. processing payment requests in IMIS/ATLAS, requisitions and claims, reimbursements for personal calls) to the Regional Hub Manager and Directorate;
Handling of human resource administration issues such as attendance monitoring in the Leave model in ATLAS;
Administrative support to conferences, workshops, retreats organized by the Directorate; secretary to meetings as requested by the Regional Hub Manager;
Ensuring availability of coverage and backstopping for the Directorate staff during peak times as well as on absences.

4. Ensures facilitation of knowledge building and management:

Conducting research on various work-related subjects at the request of the Regional Hub Manager and other members of the Directorate;
Contribution to knowledge networks and communities of practice;
Organization of specialized trainings for protocol and administrative/logistic functions.

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;
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.

Functional Competencies:

Building Strategic Partnerships:

Level 1.1: Maintaining information and databases.

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

Promoting Organizational Learning and Knowledge Sharing:

Level 1.1: 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:

Level 1.1: 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;
Identifies new and better approaches to work processes and incorporates same in own work;
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:

Level 1.1: Presentation of information on best practices in organizational change.

Demonstrates ability to identify problems and proposes solutions.

Design and Implementation of Management Systems:

Level 1.1: Data gathering and implementation of management systems.

Uses information/databases/other management systems.

Client Orientation:

Level 1.1: 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:

Level 1.1: Gathering and disseminating information.

Gathers and disseminates information on best practice in accountability and results-based management systems.

Required Skills and Experience

Education:

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

Experience:

At least 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level within the United Nations Common System.
Experience in the use of computers and office software packages (MS Word, Excel, ATLAS, etc.) and in handling web-based management systems.

Language Requirements:

Fluency in English and French, both oral and written, is required.