UNDP Jobs - 60726- Executive Associate to the Resident Coordinator -

Executive Associate to the Resident Coordinator - (Open Only to Nationals of Guyana)

Location :

Georgetown, GUYANA

Type of Contract :

FTA Local

Starting Date :

01-Dec-2015

Application Deadline :

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

Post Level :

GS-6

Duration of Initial Contract :

One year - renewable

Languages Required :

English

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 Resident Representative/Resident Coordinator RR/RC and the UN Coordination Specialist, the UN Coordination Associate functions as the Executive Associate and provides assistance to the execution of services in the UN Coordination Unit by managing data and providing full confidential support in all aspects of assignments, maintenance of protocol procedures, management information flow and follow-up on deadlines and commitments of UN activities implementation. The UN Coordination Associate promotes a client-oriented approach with national authorities to ensure efficient flow of information, actions on instructions and agendas.
The UN Coordination Associate/ Executive Associate to the RR/RC office works in close collaboration with the operations, programme and project teams of the UN Agencies and UNDGO staff for resolving complex UN programme-related issues and exchange of information.

Duties and Responsibilities

Ensures effective and efficient functioning of the RR/RC 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 as an interpreter when required and/or taking minutes;
Maintenance of protocol procedures;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Preparation of informal translations;
Management of RR/RC missions and representation schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required;
Use of automated office management systems for effective functioning of the RR/RC 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 UNCT and the UN Coordination Unit;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC;
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.

Supports preparation and implementation of the RC Work Plan focusing on the achievement of the following results:

Preparation of inputs to the RC Work Plan/reports;
Proper control of the supporting documents for payment from the Support to the Resident Coordination (SRC) fund and other funds for UNCT activities;
Review of the RC funds expenditures and reporting to the direct supervisor. Preparation of required budget revisions drafts;
Upon delegation of responsibility, preparation of vouchers and requisitions in Atlas, entering vendors information.

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

Sound contributions to knowledge networks and communities of practice;
Synthesis of best practices and lessons learnt on coordination;
Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies

Functional Competencies:

Building Strategic Partnerships
Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives.

Promoting Organizational Learning and Knowledge Sharing:
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:
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:
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:
Data gathering and implementation of management systems

Uses information/databases/other management systems;
Provides inputs to the development of simple system components.

Client Orientation:
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:
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:

Completed secondary education with specialized secretarial or administration training;
A University diploma would be an asset.

Experience:

Six (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);
Experience in handling of web based management systems.

Language:

Fluency in English language.

Additional information:

The system will prompt you to upload a file on the next page after you “submit” your application. Upload the P11-Personal History form only, do not upload your personal CV
Download a copy of the P11-Personal history form: www://gy.undp.org
Fill out, sign and upload the P11-Personal History Form
UNDP will not process applications without a properly uploaded P11-Personal History form