UNDP Jobs - 61115- Executive Associate, Bureau for Management Service

Executive Associate, Bureau for Management Services (BMS)

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

09-Nov-15 (Midnight New York, USA)

Post Level :

GS-7

Duration of Initial Contract :

One Year

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

Job Purpose and Organizational Context:

The United Nations Development Programme is the global development network of the United Nations system that is on the ground in 177 countries, with its Headquarters in New York, USA. The Bureau for Management Services (BMS) is a central Bureau tasked with the development of corporate strategies, policies, tools and systems in key cross-cutting management areas. Drawing on sound analytics and a risk-management approach, BMS supports the achievement of development results through management advice, innovative business solutions, and other corporate services in line with international best practices and evolving needs and expectations of development partners. BMS also ensures policy adherence in operations management within UN Rules & Regulations, safeguarding UNDP’s accountability vis-à-vis Member States and other stakeholders.

In support of UNDP’s current Strategic Plan, the Service Delivery Model adopted by the Bureau for Management Services (BMS), aims to provide more integrated, effective, and customer focused services. These values inform the realigned Offices of Human Resources, Financial Resources Management, BMS Directorate, and the newly created Office of Management Services (OMS).

Under the guidance and direct supervision of the Assistant Administrator and Director, Bureau for Management Services (BMS), and Chief Procurement Officer (CPO), the Executive Associate ensures full effective and efficient functioning of the Assistant Administrator and Director’s office, with full confidentiality and discretion in all aspects of the business of the office. The Executive Associate is responsible for maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Associate is also responsible for the smooth and timely flow of a heavy volume of work dealing with a wide range of confidential matters under constant time pressure.

The Executive Associate works in close collaboration with BMS staff, staff across UNDP, UN Secretariat, UN Agencies, Programmes, Funds, Permanent Missions of member states and other external parties in order to support the role of BMS. The Executive Associate serves as focal point for all communications exchange and appointments with/for the Assistant Administrator and Director, BMS. These may be with external partners such as Ambassadors, Parliamentarians, donor country delegates, and other senior officials, e.g. Executive Board members, as well as with senior officials in the UN System, including global UNDP. The Executive Associate is also the first person of contact for those visiting or communicating by telephone with the Assistant Administrator and Director and as such diplomacy and tact are essential attributes of the function.

The Executive Associate also provides leadership for the protocol functions of BMS and gives guidance on same to the administrative staff of BMS.

Duties and Responsibilities

The Executive Associate’s Main Responsibilities:

Provide effective calendar management and communications flow with regards to the work of the Assistant Administrator and Director, BMS and CPO, UNDP;
Provide administrative support to the Assistant Administrator and Director, BMS;
Provide support to effective advocacy of BMS activities in close consultation with the Directorate Team;
Ensure facilitation of knowledge building.

Description of Key Functions:

Ensures full effective and efficient functioning of the Assistant Administrator and Director’s office in BMS with full confidentiality and discretion in all aspects of the business of the office, focusing on the following results:

Manages the appointments/schedule for the Assistant Administrator and Director, BMS with external and internal parties including visitors from external organizations, other UN agencies, Governments, Permanent Missions to the UN, global UNDP senior staff as well as internal and external meetings, determining priority requirements;
Undertakes all aspects of travel arrangements and ensures coordination with other travel partners, internal and external to UNDP;
Maintains protocol procedures;
Prepares well organized briefing materials for appointments, meetings, and missions;
Maintains directory of high-level contacts (including short biography if available) and telephone lists;
Maintains directory of officials in case of emergency including in mobile phone;
Prepares correspondence, directives, comments on behalf of the Assistant Administrator and Director for her signature following up as necessary;
Uses automated office management systems for effective functioning of the Assistant Administrator and Director’s office;
Manages e-mail and correspondence flow, ensuring prioritization, confidentiality and effective follow-up.

Provides administrative support to the Assistant Administrator and Director, BMS:

Prepares requisitions and payment vouchers relevant to the purchase of BMS Directorate;
Ensures Conference Room bookings and availability for BMS organized meetings;
Prepares/approves travel requests in Atlas;
Handles claims submitted by the Assistant Administrator and Director, BMS, in accordance with the supporting policies;
Handles human resource administration issues such as home leave, diplomatic privileges for the Assistant Administrator and Director, BMS;
Ensures availability of coverage and backstopping for the Assistant Administrator and Director, BMS during peak times;
BMS Directorate credit card management.

Provides support to effective advocacy of BMSactivities in close consultation with the Directorate Team:

Supports the Assistant Administrator and Director, BMS in interactions (in sensitive, political, diplomatic, others) with various external partners such as ambassadors, donor country delegations, parliamentarians and high-level senior officials, as well as with global senior officials UNDP;
Maintains information on BMSDirectors’ activities;
Researches, obtains and ensures the requirements for background materials for briefings, meetings, official missions and appointments; Prepares public information materials/folders as requested;
Organizes official hospitality events.

Ensures facilitation of knowledge building:

Contributes to knowledge networks and communities of practice;
Organizes specialized training for protocol and administrative/logistic functions;
Guides peers on coordination, administration and protocol issues.

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 and Functional Competencies:

Organizational Skills:

Demonstrated capacities to perform multiple tasks, in multi-cultural environment and dealt with confidential matters.

Office Administration:

Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Reviewing and Reporting:

Ability to review and edit documents, ability to produce meeting report identifying key actions.

Development and Operational Effectiveness:

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.

Knowledge Management:

Ability to efficiently handle and share information and knowledge.

Risk Management:

Ability to identify and prioritize risks, and organize action around mitigating them.

Required Skills and Experience

Education:

Secondary education with specialized secretarial training;
University degree desirable but not a requirement.

Experience:

7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level;
Experience in the usage of office equipment and office software packages (MS Word, Excel, etc.) and experience in handling of web based management systems;
Prior experience as an Executive Associate is an asset.

Language:

Fluency in English;
Proven and tested knowledge of French, Spanish or Arabic is an asset.