UNDP Jobs - 60244- Re-advertisement - Executive Associate to Deputy D

Re-advertisement - Executive Associate to Deputy Director

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

16-Nov-2015

Application Deadline :

11-Oct-15 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One (1) Year

Languages Required :

English

Expected Duration of Assignment :

One Year (renewable)

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 Bureau of External Relations and Advocacy (BERA) is responsible for UNDP’s external relations and advocacy functions. The Bureau leads and supports the organization in cultivating, building and nurturing strategic relationships and alliances that are essential for advancing and successfully achieving the mission of UNDP.

BERA consists of the Directorate and three Groups: Communications Group (CG), Partnerships Group (PG) and UN System Affairs Group (UNSAG). The bureau also hosts the secretariats of the Sustainable Development Goals Fund (SDGF), and the UN Secretary-General’s Special Advocate for Inclusive Finance for Development (UNSGSA). In addition, BERA has Representation Offices in 5 major donor capitals/cities (Brussels, Geneva, Copenhagen, Washington and Tokyo).

As part of the BERA Directorate, the Executive Associate ensures effective and efficient functioning of the Deputy Assistant Administrator’s Office (DAA), BERA Deputy Director, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate to DAA and the Executive Associate to the Assistant Administrator work closely to ensure that the BERA Front Office is properly staffed at all times and that matters requiring urgent attention by the directors are dealt with in a timely manner. The Executive Associate to the DAA backstops the Executive Associate for the Assistant Administrator, and also works closely with the Special Assistant to the Assistant Administrator. She/He also works in close collaboration with all BERA staff, UN Agencies, partners and stakeholders to ensure efficient flow of information, and actions on instructions.

Duties and Responsibilities

Ensures effective and efficient functioning of the DAA BERA Deputy Director office focusing on achievement of the following results:

Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings and taking minutes when required;
Arrangement of travel reservations, logistics, and agenda of missions for the DAA;
Collection of supporting information for the preparation of expense reports;
Maintenance of protocol procedures;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Facilitation of informal/formal translations if required;
Management of Deputy Director’s missions and representation schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of the Deputy Director for his/her signature and making follow-up when required;
Use of automated office management systems for effective functioning of the office; and
Timely liaison with other units in BERA to ensure high quality briefings are provided to the DAA for appointments, meetings and missions.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
Coordination of the information flow in the office, follow up on circulation files;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the DAA;
Screening of all incoming calls and correspondence, arranging world-wide telephone and video conferences when required; and
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

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

Sound contributions to knowledge networks and communities of practice;
Organization of specialized trainings for secretaries; and
Organization of trainings to UN staff on coordination, administration and protocol issues if needed.

Collaborates with the Executive Associate of the Assistant Administrator to ensure effective functioning of the BERA Front Office:

Ensure proper follow-up of matters brought to the attention of the Front Office by internal and external parties;
Work closely with the Special Assistant of the Assistant Administrator to ensure effective support to both the DAA and the Assistant Administrator; and
Provide back-up support to the Executive Associate of the Assistant Administrator to ensure proper continuity of functions, including when the latter is away on leave.

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:

Primary:

Knowledge Management:

Ability to capture, develop, share and effectively use information and knowledge.

Operational Efficiency:

Ability to identify and execute opportunities to improve operational efficiency.

Quality Assurance:

Ability to perform administrative and procedural activities to insure that quality requirements and goals are fulfilled.

Required Skills and Experience

Education:

Secondary Education with secretarial training;
University Degree or equivalent would be desirable, but it is not a requirement; and
Passing of the UN Clerical Exam (ASAT).

Experience:

Minimum 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc.); and
Experience in handling of web based management systems.

Language:

Fluency in English is required;
Knowledge of another UN Language is an asset.