Re-advertisement Executive Associate to UNDP RR/UN RC (UN Resident Coordinator Office)
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| Location : |
Kyiv, UKRAINE |
| Application Deadline : | 23-Aug-12 (Midnight New York, USA) |
| Type of Contract : | FTA Local |
| Post Level : | GS-6 |
Languages Required :
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English Russian |
Starting Date :
(date when the selected candidate is expected to start) | 09-Sep-2012 |
| Duration of Initial Contract : | 1 year with possible extension |
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.
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Background
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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 the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The EA is often the first point of reference for RC/RR, members of the UN Country Team, national authorities, international organizations and heads of foreign missions. Therefore, the role of the EA is one of representation: EA is acting as the gatekeeper, and is the first point of contact with the RC Office.
The EA works in close collaboration with the office teams, staff of the UN Agencies, donor community, national authorities, non-governmental and civil society organizations. EA must be able to comfortably and professionally operate in a multilateral, cultural and language/linguistic environment. Executive Associate must also understand and apply the code of conduct and formal rules that enable the RC/RR to effectively do his or her job.
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Duties and Responsibilities
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Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:
- Organizing and expediting the flow of work through the RC/RR’s office with follow up on delegated tasks to ensure they are properly performed; actively solving problems and avoiding their emergence is essential.
- Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, UN Country Team members, governmental and non-governmental organizations, civil society and donors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Maintenance of protocol procedures; understanding and application of international and region-specific protocol requirements; knowledge on how to react to commonly experienced protocol-related situations
- Review of incoming correspondence and materials, applying judgment on priorities and drawing RC/RR’s attention accordingly.
- Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required; understanding and application of the procedures and practices for obtaining clearance of certain types of correspondence, rules and regulations for signing the correspondence in the UN official and CO national languages,
- Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
- Preparation of informal translations.
- Management of RR/RC missions and representation schedule.
- Management of the travel arrangement for the supervisor, preparation of the relevant e-requisitions, registration in the events, ensuring the compliance with the UNDSS TRIP system recommendations for travel; performance of other related duties with regard to travel.
- Maintenance of rosters of high-level partners, telephone lists, maintenance and update of important databases.
- Use of automated office management systems for effective functioning of the RR/RC office.
- Administrative and logistical support for visiting missions related to the UN/UNDP work
- Use of the automated leave management system.
Ensures provision of effective communications support to the office focusing on achievement of the following results:
- Maintenance of the policy, confidential and general management files; management 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. Ensuring information flow within the office and between the UNCT and UN Coordination Unit; use of common information tools, such as databases and filing systems and their regular update.
- 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.
- Preparation of presentations for public speeches of the RC/RR using PowerPoint and other presentation software.
- Organization and preparation of staff meetings or special external events; taking of minutes and/or notes from key meetings.
- Preparation of invitations for the UN/UNDP activities and ensuring follow-up on them.
- Support to the preparation of the UNCT meetings; minute-taking during the meetings; support to the follow up on the decisions taken at UNCT when required.
- Support to the organization of the official UN Days, public events, and joint UN activities.
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
- Responsible for the custody, adequate use and control of the UN stamp and the small UNLP stamp.
Ensures facilitation of knowledge building and management focusing on achievement of the following results:
- Sound contributions to knowledge networks and communities of practice.
- Creation, capture, sharing and application of the specific professional knowledge.
- Organization of specialized trainings for secretaries.
- Organization of trainings to the UN staff on coordination, administration and protocol issues.
Impact of 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.
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Competencies
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Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
- Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
- Researches best practices and poses new, more effective ways of doing things
Job Knowledge/Technical Expertise
Level 1.1: 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
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
- Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
- Uses information/databases/other management systems
- Provides inputs to the development of simple system components
Client Orientation
Level 1.1: 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
Level 1.1: Gathering and disseminating information
- 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
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Required Skills and Experience
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- Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.
- 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.
- Fluency in Ukrainian, Russian and English languages.
This is a locally recruited position and no expatriation benefits will apply.
All applications must include (as an attachment) the completed UN Personal History form (P-11) which can be downloaded from http://www.undp.org.ua/en/vacancies. Kindly note that the system will only allow one attachment. Applications without the completed P-11 form will be treated as incomplete and will not be considered for further assessment. Failure to disclose prior employment or making false representations on this form will be grounds for withdrawal of further consideration of his/her application or termination, where the appointment or contract has been issued.
DEADLINE FOR APPLICATIONS IS 23/04/2012
UNDP will use a transparent and competitive screening process, though will only contact those applicants in whom there is further interest. Applications may only be submitted for specific vacancy. We regret that we will not be able to acknowledge all unsolicited general applications for employment.
Qualified women are strongly encouraged to apply.
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