UNDP Jobs - 48455- Management Specialist (P3)

Management Specialist (P3) - Country Office (Please note that nationals of Bangladesh are not eligible to apply to international positions in their own country )

Location :

Dhaka, BANGLADESH

Type of Contract :

FTA International

Starting Date :

01-Oct-2014

Application Deadline :

01-Sep-14 (Midnight New York, USA)

Post Level :

P-3

Duration of Initial Contract :

Initially One year with Possibility of Extension Based on Performance and Availability of Funds

Languages Required :

English

Expected Duration of Assignment :

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

Under the overall supervision of the Country Director, the Management Specialist is directly responsible for ensuring the effective and efficient functioning of the Directorate, with timely and high-quality communications to Senior Management.
The Management Specialist post serves as the day-to-day focal point for all queries directed to the Country Director and manages under the guidance and consultation with Senior Management all appointments and events for the Country Director in terms of getting required data, information and documentation compiled on his/her behalf.

The Management Specialist applies sound judgment in alerting the Country Director and Senior Management to issues requiring his/her attention and advising him/her on decisions that affect the day-to-day work of the Country office. On a daily basis, the Management Specialist synthesizes and packages the considerable volume of information, demands, and issues confronting the Country Director in a manner that allows him/her to stay on top of issues while focusing on the key day to day administrative and strategic priorities of the Country office.

Under the supervision of the Country Director and in close consultation with Senior Management team comprising of the UNDP Resident Representative and the Deputy Country Director oversees the management of the Country office’s management plans, both daily and long-term calendar and missions.

The Management Specialist is responsible for the coordination of the substantive flow of information optimizing the Country Director's interventions with external and internal partners, and individual staff.

The Management Specialist works in close collaboration with the Operations, Programme and project teams, UNDP HQs staff, other UN Heads of Agencies, UNCT, and Government officials to successfully deliver his/her services.

Duties and Responsibilities

Under the guidance and supervision of the Country Director:

Supports the Country Director and senior management team on all matters of programmatic and operational strategic matters through drafts of analyses, presentations, and well-crafted messages for the day-to-day management, meetings and external contacts;
Facilitates efficient and effective functioning of the Directorate;
Support in strategic positioning and external communication and coordinated flow of communication and data to and from the Director;
Execution of special initiatives;
Supports the Country Director and senior management team on all matters of programmatic and operational strategic matters through drafts of analyses, presentations, and well-crafted messages for the day-to-day management, meetings and external contacts;
Interacts as required with UNDP senior staff, development partners, government officials as well as other UN system colleagues and external partners to ensure that the Country Director and Senior Management is kept abreast of important developments affecting the Country office;
Lead and coordinate the process of implementing policy advisory services by the programme clusters;
Ensure highest UNDP standards in the provision of technical inputs, organization of workshops, seminars, training and delivery of outputs (products);
Contribute to the production of reports and publications, and serve as peer reviewer;
This is large $95 million country office - complex portfolio;
Thus ensure preparation of reports and correspondence at Ministerial level, giving substantive input to SMM;
Direct liaise with heads of programmes on substantive issues on behalf of CD;
Prepares and/or coordinates preparation of substantive policy briefs, speeches and detailed presentations and other materials as needed for the Country Director's internal and external use, in close consultation with concerned cluster Heads;
Facilitates regular conduct of Senior management meetings and agreed actions are followed through;
Coordinates and supports senior management in the preparation, conduct, record and follow through of other key internal meetings such as the Head of Units meetings, Project Managers’ meetings and the All Staff meetings;
Assisting in the CO strategy implementation, including through further deployment of best practice models and standards;
Preparation of high-level missions and events of the Country Office;
Ensures thorough follow-up on decisions taken by the Country Director;
Keeps abreast of major events globally which are of interest and relevance to the Directorate and advises the Country Office accordingly.

Enhance efficient and effective functioning of the Directorate:

Facilitate the day-to-day functioning of the Directorate;
Manage the human resources for delivery of results agreed with the management through work plans;
Support the management to organize policy based dialogue, formation of advisory panels or groups of international and national expertise, meetings of relevant stakeholders and other partnership based forums;
Supports senior management in addressing non-compliance to UN Standards of conduct through established internal accountability mechanisms;
Maintains an up-to-date log of cases of fraud and allegations and handles all delicate and sensitive information with high-level of confidentiality, tact and acumen;
Coordinates the preparation of the Country Office's Results Compact in close consultation with RRMC and senior management;
The preparation of briefing notes for all high-level meetings for Management in consultation with cluster leads;
Collaborates with the respective Clusters for project field visits and missions undertaken by the Country Director, including identifying major meetings and preparation of briefing documentation;
Coordinate the distribution of responsibilities amongst team members and organize monitoring and tracking system of all cluster services;
Ensure regular monitoring of progress, preparation of progress reports;
Provides oversight and guidance to the Personal Assistant to Country Director in the management of the CO management calendar for efficient functioning of the Directorate;
Reviews all drafts and/or assists in the drafting of correspondence at the request of the Country Director for clearance and signature;
Attends meetings with the Country Director and all levels of staff including with development partners and prepare relevant notes for file and ensure follow up.

Support in strategic positioning and external communication:

Advise the Senior Management in creating positive and appreciative atmosphere for team-based work in UNDP and be an advocate for the work of UNDP;
Ensures accurate and coordinated flow of communication and data to and from the Director;
Provide communications support and roll-out support to corporate projects and change initiatives;
Ensure process and analytical support, including quantitative and qualitative analysis to support decision making at all levels of the organisation, including senior management;
Assist the office in its strategic positioning and communication with key external stakeholders;
Preparation of presentations or parts of presentations for external stakeholders;
Provides comments to country office documents based on research and/or consultation with senior staff that are related to the policy, programmes and operational issues handled by Senior Management.

Execution of Special Initiatives:

Coordinates UNDP technical lead under the UNDAF Action Plan;
Function as the Pillar Facilitator for the UNDP-led UNDAF Pillars and liaise between RCO and the 4 technical pillar leads to ensure uniformity in approach across all UNDP-led pillars;
Co-lead work planning, target setting, M&E and reporting of all UNDP-led UNDAF Pillars with technical Pillar leads;
Oversee the preparation and vet key advocacy products of the CO in close coordination with RRMC and the Policy Innovation and Communication Cluster;
Identification of strategic and innovative programme areas of cooperation;
Other responsibilities and tasks will be assigned in line with the organization’s requirements and the candidate’s capabilities.

Impact of Results:

The key results have a major impact on the efficiency of the Country Director's office and the overall functioning of the country office. Good organization and flow of information strengthens the capacity of the Directorate and promote the image of the UNDP Country Office. The work of the Management Analyst has impact in the timeliness and quality of CO response to Bureau/Headquarter.

Competencies

Corporate Competencies:

Demonstrates integrity by modeling the UN's values and ethical standards;
Promotes the vision, mission, and strategic goals of UNDP;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:

Knowledge Management and Learning:

Promotes knowledge management in UNDP and a learning environment in the office through leadership and personal example;
In-depth practical knowledge of inter-disciplinary development issues;
Actively works towards continuing personal learning and development in one or more Practice Areas, acts on learning plan and applies newly acquired skills;
Seeks and applies knowledge, information, and best practices from within and outside of UNDP.

Management and Leadership:

Strong analytical and information-management skills required to distill the considerable volume of information submitted to the Country Director and Senior Management down to their core/key elements;
Builds strong relationships with clients, focuses on impact and result for the client and responds positively to feedback;
Establishes lasting relationships and substantive dialogue that create valuable intervention opportunities for the office and facilitate access to critical information within and outside the Country office;
Maintains confidentiality;
Demonstrates openness to change and ability to manage complexities;
Ability to lead effectively, mentoring as well as conflict resolution skills;
Demonstrates strong oral and written communication skills in English;
Remains calm, in control and good humored even under pressure;
Proven networking, team-building, organizational and communication skills;
Displays cultural sensitivity and adaptability and communicates effectively with and relates to people of different cultures, demonstrating an ability to see issues from other perspectives;
Displays positive attitude and enthusiasm and consistently approaches the work of the office with energy and constructive attitude;
Executes special initiatives/ and or projects consistent with commitment to UN values on gender equality, cultural, religious, national and ethnic diversity.

Required Skills and Experience

Education:

Master’s degree or equivalent in Public Administration, Communications, Social Science or related field.

Experience:

A minimum of 5 years of relevant experience, preferably in international organizations and UN;
Ability to draft well with the ability to edit and clear correspondence, speeches, briefings, etc. in English;
Ability to handle a large volume of logistical details, accurately and thoroughly, with great attention to detail;
Ability to handle confidential and politically sensitive issues in a responsible and mature manner;
Experience in the usage of computers and office software packages, experience in handling of web-based management systems.

Language:

Fluency in English is essential.