Executive Associate to the Resident Representative/Resident Coordinator


Location : Minsk, BELARUS
Application Deadline :04-Sep-11 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English   Russian  
Starting Date :
(date when the selected candidate is expected to start)
05-Oct-2011
Duration of Initial Contract :one year, extendable

Background

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 can supervise the secretarial and clerical staff of the office. 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.


Duties and Responsibilities

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, 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 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.
  • 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 RR/RC.
  • Screening of all incoming calls and correspondence.
  • Presentation of proposals to eliminate communication bottlenecks in the office 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.


Competencies

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
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
 
PromotingOrganizationalChangeandDevelopment
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
 
 
 


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 Requirements:
Fluency in English and Russian.

This is a locally recruited position
  • UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest.
  • No telephone inquires will be entertained. Only short-listed candidates will be contacted
  • All interested candidates should complete the UN PERSONAL HISTORY FORM (P11) at the following link:

http://un.by/vacancy/undp/form/

UNDP Personal History Form for FTA / TA positions   and attach it to the on-line application on-line form.


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.


If you are experiencing difficulties with online job applications, please contact jobs.help@undp.org.

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