Background

The Executive Associate provides direct support to the UNDP RR (who is also UN RC) and DRR to ensure the efficiency and effectiveness of the Front Office. S/he is expected to maintain the highest level of professionalism and judgment, and to respect confidentiality while also working with a wide range of personnel from UNDP and other UN agencies, national authorities, the diplomatic community, and other partner institutions. Protocol, information management, and follow-up on deadlines are day-to-day responsibilities.

Under the guidance and direct supervision of the RR and DRR, the Executive Associate carries out the following functions.

Duties and Responsibilities

Ensures effective and efficient functioning of the UNDP and UNRC Front Office, focusing on achievement of the following results:

• Management of RR/RC and DRR missions and meeting schedules.
• Arranging appointments and meetings, acting as an interpreter and taking minutes when required.  
• Maintenance of protocol procedures and gatekeeping as regards the respective roles in representation of the Resident Coordinator, UNDP Resident Representative, and Designated Official for Security.
• Assists UNCT, SMT and inter-agency working groups.
• Follow up with colleagues and partners on deadlines, commitments made and actions taken.
• Maintenance of telephone contact lists of partners.
• Screening of all incoming calls and correspondence.
• Use of automated office management systems for effective functioning of the Front Office.

Ensures effective communications,  focusing on achievement of the following results:

• Coordination of the information flow in the Front Office; follow up on circulation files.
• Preparation of correspondence, directives, and comments on behalf of RR/RC and DRR, for signature or other follow-up.
• Collection and consolidation of the reports for the RR/RC and DRR.
• Preparation of high quality briefing materials for appointments, meetings, missions.
• Preparation of informal translations.
• Maintenance of the filing system, ensuring safekeeping of confidential materials. Use of automated filing system.
• Facilitation of communication between the RC and HQ, the SMT, and the UNCT.
• Presentation of proposals to eliminate communication bottlenecks and streamline procedures in the office.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Promoting vest practices in office management and coordination.
• Sound contributions to knowledge networks and communities of practice.
• Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies

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
• 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

• Documents ‘best practices’ in organizational change and development within and outside the UN system
• 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

·         Provides inputs to the development of simple system components

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

·         Prepares timely inputs to reports

·         Maintains databases

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

Required Skills and Experience

Education: Secondary Education. Specialized training as a trainer, in office management would be an advantage.

Experience: 6 years of progressively responsible secretarial, administrative, and office- or project management experience is required at the national or international level. Relevant university education may count to reduce these years. Experience in the use of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems is required.

Language Requirements: Fluency in English and Russian. Fluency in Kazakh in an advantage.