UNDP Jobs - 60541- Executive Associate to UNDP Regional Center Direct

Executive Associate to UNDP Regional Center Director

Location :

DAKAR, SENEGAL

Type of Contract :

Service Contract

Starting Date :

01-Nov-2015

Application Deadline :

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

Post Level :

SB-3

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 guidance and direct supervision of the Director, the Executive Associate ensures effective and efficient functioning of the Director office, 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 can supervise the secretarial and clerical staff of the office. The Executive Associate to Director works in close collaboration with UNDP Regional Center staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Functions / Key Results Expected

Ensures effective and efficient functioning of the 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, acting when required taking minutes;
Maintenance of protocol procedures;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Preparation of informal translations;
Management of Director Missions and representation schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, notes, comments on behalf of Director for his/her signature and making follow-up when required;
Use of automated office management systems for effective functioning of the Director office.

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;
Facilitation of information sharing between UNDP Regional Center staff, UN agencies and partners;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Director.
Screening of all incoming calls and correspondence;
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;
Organization of trainings to UNDP Regional Center staff on administration and protocol issues;
Help Operations unit if required.

The key results have an impact on the efficiency of the Director office. Accurate analysis and presentation of information strengthens the capacity of the Director office and promotes the image of UNDP Regional Centre as an effective contributor to the development of the countries. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of Director office, including data/ schedule management, maintenance of protocol, information flow.
Confidentiality.

Leadership and Self-Management:

Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience

Education:

BAC + 4 or equivalent in Management with specialized secretarial training.

Experience:

5 to 7 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), experience in handling of web based management systems.

Language:

Fluency in French and good skills English.