Historique

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

Devoirs et responsabilités

Ensures effective and efficient functioning of the Senior Management team focusing on achievement of the following results:

• Maintenance of the Senior Management Team calendars, 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 missions and representation schedule;
• Maintenance of rosters of high-level partners, and contact lists;
• Preparation of correspondence, directives, comments on behalf of Senior Management for signature and follow-up as required;
• Use of automated office management systems for effective functioning of the front office;
• Preparation of travel arrangements for the Management Team and liaison duties with other teams;
• Provision of assistance to the RC Office when required.

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;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Senior Management, and tracking of progress on planned issues; follow-up with focal points;
• Screening of all incoming calls and all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Adherence to appropriate protocol and correspondence guidelines by the Senior Management team when communicating with Government and other external partners;
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division;
• Raise requisitions for travel for Senior Management as appropriate;
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
• Administration of meetings, appointments and briefings of Management Team; including drafting of background notes;
• Support to organization of events if required.

Impact of Results

The key results have an impact on the efficiency of the RR and CD/DCD office.  Accurate analysis and presentation of information strengthens the capacity of the RR and CD/DCD office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Compétences

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 RR/RC office, including data/ schedule management, maintenance of protocol, information flow;
• Confidentiality;
• Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems.

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.

Qualifications et expériences requises

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), experience in handling of web based management systems;
• Previous experience with the UN is an asset.

Language:

• Fluency in the UN and national language of the duty station.