Executive and Administrative Associate


Location : New York, UNITED STATES OF AMERICA
Application Deadline :07-Dec-22 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :International Consultant
Languages Required :
English   French  
Starting Date :
(date when the selected candidate is expected to start)
12-Dec-2022
Duration of Initial Contract :3 months
Expected Duration of Assignment :6 months

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

The key results of this job has a critical impact on the smooth functioning and overall effectiveness and efficiency of the Directorate of RBA; the degree of its organization and efficiency determines to a large extent the quality of the overall management of the Bureau in general.  As the staff member providing immediate support to the Regional Director, the role of the Executive and Administrative Associate is critical, and the incumbent is responsible and accountable for the smooth functioning and confidentiality maintained in the Regional Director’s office.


Duties and Responsibilities

Summary of Key Functions:

•             Ensures effective and efficient functioning of the office of the RBA Front Office;

•             Ensures provision of effective communications support to the RBA Front Office;

•             Provides support to RBA activities;

•             Provides administrative support to the Regional Director;

 

1. Ensures effective and efficient functioning of the office of the Regional Director of RBA, focusing on achievement of the following results:

  • In coordination with the Special Assistant, management of the schedule/calendar for the Regional Director of RBA with external and internal parties, including visitors from external meetings, determining priority requirements;
  • Undertaking all travel arrangements for the Regional Director and Directorate staff, ensuring coordination with other travel partners from the internal or external environment;
  • Coordination with the Special Assistant and with other Bureau staff for the timely preparation of high-quality briefing materials for appointments, meetings, missions;
  • In coordination with the Special Assistant, management of the Regional Director’s extensive mission and representation schedule Understanding of all protocol procedures and ensuring that procedures are fully implemented with respect to all visitors and guests of the Bureau; 
  • Use of office management systems for effective functioning of the Regional Director’s office, including maintenance of rosters of high-level partners, telephone and contact lists, maintenance and use of automated filing systems and ensuring safekeeping of confidential materials

2. Ensures effective communications support to the Regional Director of RBA, focusing on achievement of the following results:

  • Coordination of the information flow from the Regional Director’s office to other RBA units at Headquarters and in the field, other UNDP and UN units; identification of opportunities to improve or streamline information flow and communications channels in the office including through innovative IT solutions;
  • Liaison in a timely manner with all RBA units to ensure that the Regional Director’s decisions, instructions and requests for action and information are communicated to the correct persons for follow-up actions;
  • Self-directed and timely follow-up with all units on actions expected by the Regional Director;
  • Review of incoming correspondence for the Regional Director’s attention and prioritizing of documents according to action required;
  • Review, proofreading and editing of all correspondence for proper clearance prior to the Regional Director’s signature, ensuring quality control, substance, sensitivity of issues, and compliance with UNDP standards;
  • Directing queries to appropriate party or substantive focal points within RBA for responses;
  • Presentation of proposals to eliminate communication bottlenecks in the office and streamline communication procedures between the Directorate and other internal and external units;
  • Drafting and preparation of correspondence, directives, comments on behalf of the Regional Director for his/her signature and ensuring follow-up as needed;
  • Assistance in the organization of Directorate’s meetings and tracking follow-up actions

3. Provides support to effective advocacy of UNDP and RBA activities in close consultation with the Directorate management, senior management and the Special Assistant to the Director, focusing on achievement of the following results:

  • Support to the Directorate in facilitating the Bureau’s interaction (in sensitive, political, diplomatic, others) with various external partners of RBA , such as ambassadors, donor country delegations, parliamentarians and high-level senior officials, as well as the Administrator and her office;
  • Assistance in the maintenance of information on the Directorate staff activities;
  • Assisting the Special Assistant and or the Executive Associate to the Regional Director  in the research, obtaining and analysis of background materials for the preparation of the briefings, meetings, official missions and appointments;
  • Assistance in the preparation of public information materials and folders, as requested;
  • Assisting in the organization of official hospitality events on behalf of RBA.

4) Provides administrative support to RBA staff, focusing on achievement of the following results:

  • Application of  ‘best practices’ with respect to administrative, procedures, rules, regulations and systems, and introduction of relevant proposals for their eventual application in the functioning of the Regional Director’s office;
  • Organization and scheduling of meetings originated by RBA, including reservation of room, notification to attendees, logistics; preparation of agenda; organization and distribution of key documentation;
  • Drafting/revision of meeting minutes;
  • Posting of relevant outputs; support to Directorate staff in the development of presentations, briefing materials, talking points;
  • Processing of travel requests in ATLAS in line with UNDP Travel Manual;
  • Calculation of DSA entitlements and claims and ensuring the timely settlement of claims;
  • Support with creation of vendor profiles in Atlas, creation of requisitions and POs as required;
  • Administrative support to conferences, workshops, retreats organized by RBA;
  • Support with ordering and maintaining the stock of office supplies for use by Bureau staff.

5) Ensures facilitation of knowledge building and management, focusing on achievement of the following results:

  • Conducting research on various work-related subjects at the request of the Regional Director and other members of the Directorate, in collaboration with the Special Assistant.
  • Contribution to knowledge networks and communities of practice;
  • Ensuring availability of coverage and backstopping for the Special Assistant during peak times as well as for other General Service staff in the Bureau on their absences.


Competencies

Core competencies:

  • Plans and monitors own work, pays attention to details, delivers quality work by deadline.
  • Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.
  • Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
  • Adapts to change, constructively handles ambiguity/uncertainty, is flexible.
  • Shows drive and motivation, able to deliver calmly in face of adversity, confident.
  • Demonstrates compassion/understanding towards others, forms positive relationships.
  • Appreciates/respects differences, aware of unconscious bias, confronts discrimination.

Cross-Functional competencies:

  • Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed.
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.

Technical competencies:

Administration & Operations: Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.


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:

  • At least 7 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level within the United Nations Common System;
  • Advanced user of computers and office software packages (MS Word, Excel, etc.) and in handling web-based management systems;
  • Knowledge of ATLAS at the general user level.

Language requirements: 

  • Fluency in English and French, both oral and written, is required; 

Other:

  • Selected candidate will need to start as soon as possible.


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