UNDP Jobs - 63295- Executive Associate

Executive Associate

Location :

Dar es Salaam, TANZANIA

Type of Contract :

TA Local

Starting Date :

01-Apr-2016

Application Deadline :

11-Mar-16 (Midnight New York, USA)

Post Level :

GS-6

Duration of Initial Contract :

One Year

Languages Required :

English

Expected Duration of Assignment :

One Year

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

As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact;

Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team;

Under the guidance and direct supervision of the Country Director, the Executive Associate ensures effective and efficient functioning of the Strategy and Partnerships team, 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 works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Ensures effective and efficient functioning of the Country 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 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 Country Director missions and representation schedule;
Maintenance of rosters, databases of partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of Country Director for his/her signature and making follow-up when required;
Use of automated office management systems for effective functioning of the Country Director office;
Responsible for the management and preparation of minutes and records of the: - General staff meetings, Programme and Operations (POMM) meetings, project and unit meetings with the Country Director such as DEP, Programme, Operations, LSP, Sub Office etc.

Ensures provision of effective communications support to the Strategy and Partnerships Team 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 team, 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 Country Director;
Screening of all incoming calls and correspondence;
Presentation of proposals to eliminate communication bottlenecks in the team 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 UN staff on coordination, administration and protocol issues.

Any other tasks that may be assigned by the Country Director or the Officer in Charge.

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;
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.

Required Skills and Experience

Education:

Secondary Education with specialized secretarial training;
University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

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:

English and Kiswahili language;
Good communication skills.