UNDP Jobs - 63250- Executive Associate

Executive Associate

Location :

New York, UNITED STATES OF AMERICA

Type of Contract :

FTA Local

Starting Date :

01-Mar-2016

Application Deadline :

19-Feb-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

2 years

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 UNOSSC - UN Office for South-South Cooperation Director, the Executive Associate provides effective and efficient support to the Director through management of information and documentation flow, organization and preparation for meetings, and follow-up on actions required/commitments made, ensuring established deadlines are met. S/he is also responsible for maintenance of protocol procedures and other administrative support.

The Executive Associate works in close collaboration with all teams within UNOSSC and its regional officers, as well as external partners, supporting communications with the Director, ensuring efficient flow of information, timely actions on instructions, coordinated agendas and other tasks. The Executive Associate ensures full confidentiality in all aspects of the assignment.

Duties and Responsibilities

Summary of key functions:

Scheduling and front-office support;
Follow-up and consolidation of documentation;
Communication and information flow support.

Scheduling and front-office support:

Manages the daily schedule, mission planning and calendar of engagements of the UNOSSC Director;
Consolidates requests to the UNOSSC Director and supports forward planning, ensuring strategic prioritization of engagements;
Organizes regular and ad hoc meetings;
Administers the Directors’ travel, including itinerary, reservations, travel authorizations and visas;
Manages the registry and automated filing system; receiving, assigning, filing and following-up on correspondence to/from the Director while safekeeping confidential materials;
Maintains up-to-date files of reference materials, including databases of contacts;
Provides administrative support to conferences, workshops, retreats and events organized by the Directorate;
Promotes an environment of professionalism and teamwork at all times.

Follow-up and consolidation of documentation:

Serves as focal point within UNOSSC for backstopping inputs/outputs requested by the Director, tracking progress on agreed issues and enforcing deadlines;
Follows-up on the implementation of the requests, directives and commitments of the UNOSSC Director, in coordination with the relevant managers and teams of UNOSSC;
Reviews and analyzes submissions for approval by the UNOSSC Director to ensure alignment with corporate guidance and standards, as well as to ensure quality and comprehensiveness of the inputs.

Communication and information flow support:

Liaise with relevant teams within UNOSSC or external stakeholders to prepare speeches, briefs, background papers, etc.;
Review drafts for accuracy, completeness and strategic messaging; and contributes to the finalization of documentation;
Drafts correspondence and consolidates/contributes to other routine documentation requested by the UNOSSC Director;
At times, prepares speeches, briefs, notes to the file, background papers, etc. and, when relevant, requests further inputs;
Channels feedback/comments/questions from the UNOSSC Director to teams and vice-versa;
Synthesizes information to facilitate decision-making by the UNOSSC Director.

Competencies

Corporate Competencies:

Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability;
Shows sensitivity to the interests of developing countries and commitment to enhanced and intensified cooperation among them.

Functional Competencies:

Development and Operational Effectiveness:

Ability to perform a broad range of activities pertaining to the job, including data/ schedule management, maintenance of protocol, information flow;
Ability to handle information and documents with confidentiality;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems.

Leadership and Self-Management:

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

Required Skills and Experience

Education:

Secondary education;
A university degree in the social sciences, humanities, business, law or a similar discipline a distinct advantage.

Experience:

Minimum of 6 years work experience within the United Nations system, with sound knowledge of UN/UNDP systems, procedures and policies.

Language:

Fluency in English required;
Fluency in other UN language a distinct advantage.