UNDP Jobs - 57328- Executive Board Secretary

Executive Board Secretary

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA International

Starting Date :

Application Deadline :

29-Jun-15 (Midnight New York, USA)

Post Level :

P-5

Duration of Initial Contract :

Languages Required :

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 Corporate Strategy and Governance Unit based in the Executive Office provides support to effective organisational leadership by the Administrator and Associate Administrator, including overarching organisational steering and tracking as well as organisational governance and accountability of top management. The Unit also performs coordination and monitoring of a limited number of ‘mission critical’ issues (which will change over time). In addition, the Unit maintains an underlying capacity for continuous change management (readiness and expertise).The Unit is composed of three teams which collaborate closely together:

(i) Strategic Plan Design and Implementation Team. This team focuses on the development of the new Strategic Plans and provides corporate oversight of current Strategic Plan Implementation.

(ii) Organisational Governance and Accountability Team. This team is responsible for the design and development of internal organisational governance arrangements, as well as strategic management of UNDP’s engagement with the Executive Board’s decision making role. It performs the secretariat functions for the Executive Board, the Executive Group, and Organisational Performance Group.

(iii) Organisational Strategy Team. This team provides capacity to support continuous organisational change for improved organisational effectiveness in line with strategic directions. As required, it initiates and coordinates projects to address gaps and/or innovate before handing over to the relevant business unit(s), and supports organisational level reporting on management performance to the governance bodies.

Under the overall guidance of the Special Adviser to the Administrator, the position supports UNDP’s strategic engagement with the Executive Board and is responsible for the efficient and effective management of the Executive Board Secretariat. The Executive Board Secretary maintains effective liaison with BERA, which retains overall responsibility for UNDP’s external relationships, and works with all headquarters units to support UNDP’s substantive engagement with the Board. The position also contributes to the work of the integrated governance groups secretariat team.

Duties and Responsibilities

Service the Executive Board of UNDP, UNFPA and UNOPS:

Discuss and coordinate preparations for meetings of the Board and documentation and statements to be prepared by entities within UNDP, UNFPA and UNOPS responsible for matters related to the Board, including Director of UNOPS, Office of the Executive Director of UNFPA as well as within the Executive Office;
Establish the work plan, coordinate the work of Documentation, Editorial and Translation Section to ensure quality and timely preparation, clearance, processing, translation and distribution of all UNDP (including UNIFEM and special funds), UNFPA and UNOPS documents to be submitted to the Board;
Service the Bureau of the Executive Board: working with ExO senior managers, provide support and advice to the President and members of the bureau of the Board on the proceedings of the Executive Board during and in-between sessions, organize meetings of the Bureau of the Board, propose agenda and solutions to various substantive, procedural and organizational questions pertaining to the business of the Board:
Advise members of the Bureau of the Board on outreach strategy with regard to members of the Executive Board to ensure balance between regional groups and linkages between programme countries and donor countries;
Structure the meetings of the Board to ensure maximum efficiency and effectiveness, identify main issues for discussion, consultation and decision and prepare notes for the President accordingly;
In collaboration with ExO and Bureau senior managers, provide advice on various programmes and organizations on issues likely to be raised by members of the Board, identify deadlock cases, facilitate liaison between various members so as to pave the way for consensus; and
Organize and service formal and informal meetings of the Board of UNDP and UNFPA; ensure logistical and administrative arrangements for the meetings of the Board.

Efficient and Effective Management of the Executive Board Secretariat:

As part of the ExO CGSU senior team, plan and manage the work and budget of the secretariat of the Executive Board, supervise staff to achieve the outcomes sought and contribute to cross-team tasks;
Liaise with and advise UNFPA and UNOPS senior officials with regard to organization of the informal and formal meetings of the Board and strategy regarding management of various meetings and consultations with the Bureau of the Board on the conduct of business of the Board regarding UNFPA and UNOPS; and
Ensure organization of field visits by members of the Board in consultations with the regional bureaux concerned, with UNFPA, with country offices and with the Bureau of the Board.

Executive Board Policy and Strategy:

Provide support and undertake dialogue with the Executive Board of UNDP and UNFPA, and propose and implement strategies for debates and decision-making by the Board to support and promote the goals and programmes of UNDP;
Draft policy and position papers for consideration by the Executive Committee regarding key issues to be discussed by the Executive Board;
Discuss/negotiate with members of the Board, the Bureau of the Board and ECOSOC in particular, policy orientation, objectives and annual work plan for the Board;
Assist in the timely preparation of draft decisions on major legislation and policy issues needed to be considered and adopted by the Board.
Ensure follow-up to resolutions and decisions of the General Assembly and ECOSOC which are relevant to the work of the Executive Board.

Substantive Support on EB matters

Provide regular briefings to ExO senior management on preparations for and outcomes of meetings of the Executive Board;
Work with the other teams in ExO/CGSU to identify issues to be addressed in policy papers to be prepared as follow-up to debates and decisions of the Executive Board;
Contribute to other policy work on organisational governance, strategy and accountability issues;
Provide advice to ExO senior management and contribute to/facilitate meetings with Regional and Central Bureaux and other relevant units within UNDP to identify key issues and discuss strategy to be adopted in UNDP policy papers to be submitted to the Board; In consultation with senior managers, develop strategies and provide support to discuss substantive content with delegations, and ensure feedback to Heads of Bureaux/units;
Review outlines of reports and papers prepared for the Board and check and advise on approach, key messages, operational implications and clarification of issues for information, consultation and decision, and advise the ExO senior managers of issues;
Review policy content of papers to ensure consistency with legislation;
Contribute to the continuous forward looking strategy for UNDP’s engagement with the Board.

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 Competencies:

Representation;
UN System;
Event, Meeting and Workshop facilitation;
Strategic planning;
Negotiation.

Required Skills and Experience

Education:

Advanced university degree in International Relations, Economics, Policy Science or other related social sciences or a Bachelor Degree and seven years of working experience.

Experience:

At least 10 years of progressively responsible professional work experience in international development, a thorough knowledge of the work of multilateral development organizations and the UN system;
Previous experience with UNDP both in the field and at headquarters very helpful.

Language:

Excellent written and oral knowledge of English and one of of the two other working languages of the Executive Board (French or Spanish).