Antecedentes
The function of the Executive Office (ExO) is to provide the support services needed to enable the Administrator and the Associate Administrator (A/AA) to effectively perform their leadership roles.
The Chief of Staff is the Director of the Executive Office. The Deputy Director/Deputy Chief of Staff is responsible for the day-to-day operation of the Executive Office, including all administrative matters.
Under the direct supervision of the Deputy Director/Deputy Chief of Staff, the Policy Specialist operates as a member of the Executive Office Policy Team providing policy and administrative support to the Administrator/Associate Administrator (A/AA) as required but with specific responsibility for supporting the Associate Administrator.
The Policy Specialist has responsibility for managing an Executive Associate (G7).
Deberes y responsabilidades
Knowledge Management of organizational effectiveness and other corporate issues:
- Lead policy specialists in ExO on all corporate operational and organizational effectiveness issues, liaising with the focal points in all corporate Bureaus and units as required (e.g. BoM (including Legal), BPPS, RBx, OAI, Ethics, Evaluation, etc.);
- Lead policy specialists in ExO on UNV aspects and issues, liaising with the UNV focal point as required. Lead on the commissioning and preparation of briefing materials in this area;
- Lead overall coordination and serve as principal contact with the units/secretariats supporting the Associate Administrator’s role chairing various corporate committees;
- Facilitate communication including holding proactive discussions with Bureaux/Offices to inform and ensure coherent and well-articulated flow of communication between the Associate Administrator and relevant Bureaux/Offices of UNDP.
Preparation of briefings and speeches:
- Lead on the commissioning/preparation/clearing of briefing materials (meeting briefs, correspondence, speeches/remarks etc) on all corporate operational and organizational effectiveness issues for both the Administrator and Associate Administrator;
- Critically check and clear all briefing notes provided to the AA for all meetings – consulting with the Deputy Chief of Staff as required – to ensure briefing submitted is of a high quality, accurate, relevant and submitted on time;
- Assist with draft speeches, forewords and other published statements and briefs for the Administrator/Associate Administrator, as part of the Policy Team (as required).
Organization of Associate Administrator’s day to day business and forward planning:
- Regularly review priorities for the Associate Administrator with the Director and Deputy Director of the ExO to ensure that the Associate Administrator’s time is properly and effectively utilised;
- Oversee the Associate Administrator’s daily calendar - in consultation with the Executive Assistant, and consulting with the Deputy Chief of Staff as required. Ensure all meetings are properly scheduled and have adequate representation from the substantive units as required. At all times ensure that the AA’s day-to-day schedule is well planned and serviced in terms of background briefs and issues to be covered in the meetings;
- Ensure that all relevant actions/activities/instructions from the Associate Administrator are followed up on as appropriate and/or routed to the designated focal point for action;
- Attend meetings with both the Administrator and Associate Administrator as required. Take notes of the meeting if a Bureau focal point or other policy lead is not in attendance;
- Responsible for managing the Associate Administrator’s Executive Associate.
Correspondence:
- Manage information flow to and from the Associate Administrator’s office including email and correspondence.
- Ensure that the Associate Administrator’s correspondence receives prompt attention and replies;
- Review and edit as necessary all correspondence requiring the Associate Administrator's signature, always ensuring high quality and timely delivery.
Travel:
- Accompany the Associate Administrator on official visits to UNDP country offices/United Nations system meetings and intergovernmental meetings, when required;
- Ensure with the support of the ExO team that preparations and support for travel are addressed. Liaise with bureau/divisions on all travel programme preparation.
Competencias
Core
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/Functional:
Priority-Setting:
- Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations.
Brief & Speech Writing:
- Ability to prepare quality briefs and/or speeches.
Monitoring and evaluation:
- Knowledge of methodologies, tools, systems and apply practical experience in planning, monitoring, evaluating and reporting and ability to apply to practical situations.
Operational Efficiency:
- Ability to identify and execute opportunities to improve operational efficiency.
Knowledge management:
- Ability to efficiently handle and share information and knowledge.
Habilidades y experiencia requeridas
Education:
- Advanced Master’s university degree in a development related field or other relevant discipline.
Experience:
- Minimum 7 years of professional work experience relevant to two or more of UNDP’s focus areas;
- Knowledge of UNDP’s corporate operational and organizational effectiveness agenda would be an advantage;
- Knowledge of UNDP’s operations and programmes and/or experience in a country office is essential;
- Experience of staff management an advantage
Language:
- Excellent knowledge of English, as well as writing, presentation and communication skills;
- Fluency in other UN languages is an asset.