UNDP Jobs - 55474- Executive Associate to the Chief of Staff and Dire

Executive Associate to the Chief of Staff and Director

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

01-May-2015

Application Deadline :

21-Apr-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One year

Languages Required :

English

Expected Duration of Assignment :

Indefinitely

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 function of the Executive Office (ExO) is to provide the support services needed to enable the Administrator and the Associate Administrator (A/AA) to effectively perform their leadership roles. The Chief of Staff is the Director of the Executive Office. The Deputy Director/Deputy Chief of Staff is responsible for the day-to-day operation of the Executive Office, including all administrative matters.

Under the direct supervision of the Chief of Staff/Director, the Executive Associate is required to work independently and provide secretarial and administrative support to the Chief of Staff and Director at the highest professional level.

Duties and Responsibilities

Summary of key functions:

Maintain the Director’s calendar, schedule appointments, prepare briefing folders and research all background papers that are necessary for the meetings;
Screen all telephone calls for the Director, respond directly or assist callers by providing solutions or directing calls within the ExO or elsewhere as required;
Manage Director’s incoming correspondence (including electronic messages) and prioritize them for Director’s attention;
Develop and maintain a tracking system to assist the Director in following up on assignments and confidential correspondence;
Draft correspondence at the request of the Director;
Type correspondence, speeches and policy papers with careful attention to detail and accuracy.
Produce charts, tables and presentation materials as required;
Maintain working files for the Director, including highly confidential documents/correspondence for the issues/functions falling under Director’s direct responsibility;
Maintain up-to-date records of all nominations and extensions of ASGs;
Undertake all travel arrangements for the Director and ensuring coordination with other travel partners from the internal or external environment; prepare related travel claims;
Liaise with the Bureaux/Divisions to obtain replied for initiatives being managed by the Director for the Administrator;
Proof read letters for the Administrator and Associate Administrator’s signature prior to the Director’s clearance;
Serve as focal point at ExO for all RC/RR nomination and promotion correspondence prepared by OHR for Administrator’s signature, by reviewing prior to Director/Chief of Staff clearance, finalizing and auto penning;
Assemble briefs and briefing files for the Administrator’s participation in meetings and conferences, as and when required;
Provide administrative support to the Administrator and Associate Administrator during periods of heavy workload;
Serve as focal point at ExO for all Travel/Leave plans of Senior Management, coordinating, monitoring and preparing report for Director’s and Administrator’s approval;
Serve as focal point for managing and maintaining ASGs’ Back to the Office Reports (BTORs);
Serve as focal point for coordinating and assigning Officer-in-Charge of UNDP during the absence of the Administrator;
Serve as focal point for updating all information relating to the Administrator's travel/absence from HQs in the UN Absence Management System (AMS);
Serve as focal point for processing HR and Audit materials relevant for the Director;
Provide administrative support to the Associate Administrator during the absence of her Executive Associate;
Participates in backstopping arrangements within the Office of the Administrator;
Provide Administrative assistance and other types of support to other Executive Office team as needed;
Undertake other assignments at the request of the Director.

Competencies

Core Competencie:

Demonstrates integrity by modeling the UN’s values and ethical standards;
Advocates and promotes the vision, mission and strategic goals of UNDP.

Technical/Functional:

Able to draft or edit correspondence, memos, briefing notes and other written outputs in English; another UN language, an asset;
Exercises sound judgement and discretion;
Able to work independently and capably in a highly pressurized environment and under extreme deadlines;
Able to multi-task and manage competing priorities;
Focuses on impact and result for UNDP, the Administrator and the Associate Administrator;
Strong ability to draft correspondence, take initiative and work independently;
Excellent organizational and time management skills with strong interpersonal skills;
Sound judgment, discretion and ability to work under pressure.

Behavioral Competencies:

Consistently approaches work with energy and a positive, constructive attitude;
Shares knowledge and experience;
Provides advice and guidance to colleagues in work-related and personal matters;
Demonstrates openness to change and ability to manage complexities;
Acts as a team player and facilitating team work.

Required Skills and Experience

Education:

Completion of secondary school education;
University degree is an asset.

Experience:

At least 6 years or more of experience with senior level support;
Experience in dealing with senior officials, diplomats and the public is essential;
Excellent computer skills, knowledge of Microsoft Office and ability to use the Internet;
Willingness to work overtime.

Language:

Fluent in English.