Antecedentes

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

Deberes y responsabilidades

Functions and Key Results Expected

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,  and taking minutes as appropriate;
  • Maintenance of protocol procedures;
  • Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
  • 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;
  • 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.
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 administration and protocol issues.

Impact of Key Results

The key results have an impact on the efficiency of the RR/RC office. Accurate analysis and presentation of information strengthens the capacity of the RR/RC 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.

Competencias

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.
PromotingOrganizationalChange 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.

Habilidades y experiencia requeridas

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 Requirements:

  • Fluency in English essential;
  • Fluency in French is an advantage.