UNDP Jobs - 60438- Special Assistant

Special Assistant

Location :

Baghdad, IRAQ

Type of Contract :

FTA International

Starting Date :

Application Deadline :

14-Oct-15 (Midnight New York, USA)

Post Level :

P-2

Duration of Initial Contract :

One year (with possibility of extension)

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

Iraq’s development is impacted by decades of violence, international sanctions and domestic conflicts. The country possesses important oil revenues providing opportunities to accelerate the nation’s recovery as a middle income country but faces challenges in using the resources in an accountable and transparent manner. Lack of human resources has also been another challenge and there is a critical need for capacity building at the national level with support from the international community.

Integration of all stakeholders into the democratic system, including women; professionalization of the civil service, transparency, accountability, and the eradication of corruption pose important challenges. The Government of Iraq is serious about reforms calling for more vigorous inclusive institution-building and modernization at the national and subnational levels.

Despite oil reserves and extensive agricultural land, Iraq ranks low in human development indicators because of the issues outlined above, as well as infrastructure neglect and economic mismanagement. There is high income poverty, growing illiteracy (women in particular), high unemployment with women and youth disadvantaged and lacking basic services, including health care, housing, electricity, and access to clean water and sanitation. Infant mortality has doubled over the past 30 years. These pose major constraints on economic reforms in Iraq, the success of which depends on diversifying the economy and promoting private sector investments, increased institutional capacity and effective use of resources.

UNDP operates under the overall mandate of the United Nations Assistance Mission in Iraq (UNAMI) focusing on the role of supporting the Government of Iraq in the transition towards national reconciliation, peace and stability through work on governance, poverty alleviation, economic recovery and environment guided by conflict prevention and recovery approaches.

UNDP Iraq is in the midst of a major transition. The Country Office (CO) has just relocated back to Iraq after nearly 10 years in Amman, Jordan. The UNDAF and UNDP country programme was revised and extended during 2013 to align with the Government’s new National Development Plan (2013 – 2017). Given the exceptional complexity of the UNDP programme in Iraq, it is critical that the Country Director is well informed, prepared and thoroughly briefed on current and on-going issues of strategic, operational and development importance. Consequently, the role of the of the Special Assistant to the Country Director in Iraq carries a significant level of responsibility, to ensure accurate, credible and timely information flow, reporting and forward planning.

The Special Assistant works under the direct supervision of the Country Director (CD) and in close coordination and collaboration with the Deputy Country Director in providing efficient and effective executive support to the senior management team of the CO. S/he plans and coordinates the work of the office of the Country Director, ensuring effective internal communication flows, prompt follow-up and implementation of activities that directly impact the Country Director’s work in managing UNDP’s programme of cooperation in Iraq. The Special Assistant also manages cross-organisational coordination and integration, internal communication and external representation, ensuring programme coherence, and developing strong coordination and partnerships with all relevant partners, internal and external.

The Special Assistant serves as the key liaison between the Country Director and Unit Heads, UNDP staff across the Country Office as well as in UNDP HQ, UN system and donor organisations and Government institutions in coordinating issues, ensuring effective information flows, organizing and integrating activities between various actors, and follow up on commitments made.

Duties and Responsibilities

Provides substantive support to the office of the Country director in the planning and implementation of country office activities and special projects related to organisational coordination, effective communication flow and external representation, focusing on achievement of the following:

Conducts research, substantive review, clearance and critical analysis of information and documents for the Country Director;
Provide effective support to operational units in preparation and implementation of country programming processes and products, including CCA and UNDAF and UN programmes coordination focusing on results, outcomes, and inputs;
Advises the Country Director on strategic communications, reputational and emergency issues;
Contributes to aligning processes and makes suggestions for rationalisation of workflows in the country office where needed;
Critically analyse briefs for the Country Director and ensure that they are substantively accurate and reflective of the country office's position in order to ensure timely and coherent follow-up actions;
Research, compile and prepare papers/notes for relevant policy and operational discussions related to UNDP programmes in Iraq;
Draft speeches, forewords and other published statements for the Country Director, review and finalize talking points based on inputs from UNDP units and HQ, UN Agencies, and other key stakeholders;
Monitor and follow-up on priority actions, assignments, tasks and scheduling with various parties of the CO and alerts on critical issues for action;
Ensures information sharing and appropriate information flows, including use of adequate information tools with all staff and units on issues relevant for the effective management of the CO;
Coordinates the organization of engagements for the Country Director such as meetings, events, workshops, including preparation of briefing materials, talking points, speeches, and presentations in close collaboration with Communications Unit;
Participates in internal and external meetings, captures action and decision points, and monitors follow up actions as necessary;
Coordinates meetings of the Senior Management Team, acts as the Secretary and ensures follow-up to decision points;
Coordinates visits and missions from HQ, Regional Bureau and other UNDP offices and coordinates visits and missions of the CD to the field and abroad.

Provide strategic inputs to facilitate UNDP Iraq representation with other UN agencies, UNDP HQ Staff and Government Officials, technical advisors and experts, multi-lateral and bi-lateral organisations and donors, focusing on achievement of the following:

Drafts documentation, consults and coordinates inputs from relevant CO units to ensure quality and accuracy of the end product;
Coordinates, researches and prepares briefs, notes, speeches and detailed presentations and other materials as needed for the Country Director's internal and external use;
Researches, prepares briefing materials on issues to be discussed at high level events and meetings on Iraq programme;
Engage with Programme Staff to acquire information on substantive project development and implementation, as and when required;
Organize and coordinate thematic group meetings in support of UNDP Programmes, as and when required.
In close coordination with Deputy Country Director (Programme and Operations) and other units of Programmes and Operations, make sure that the information on the programme delivery, including compliance to rules and procedures is updated on a regular basis;
Support coordination mechanisms as required.

Develops and implements initiatives, events and plans, focusing on achievement of the following:

Proactively develops initiatives and tools aimed at improving internal information flows, organisational coordination and cross-unit integration in the CO. Oversees and coordinates implementation of agreed actions;
Leads and manages UNDP’s partnership with authorities (both national and regional) on developing and implementing respective programmes and projects and supervising existing ones;
Plans and organizes meetings and special events, coordinates inputs and ensures implementation. Supports the organisation and implementation of CO-wide initiatives;
Provides inputs to CO planning processes and supports monitoring of plans. Assists the Country Director of implementation of OD activities;
Participates in external meetings and events;
Develops and implement other special initiatives as requested by the Country Director.

Contribution to efficient and effective management of the CO programmatic interventions with special emphasis on harnessing potential of volunteers movement for development of the country focussing on the achievement of the following:

Coordinate with the UNV Unit in the deployment of UN volunteers to CO and projects.

Contributes to knowledge management and capacity building, focusing on achievement of the following:

Organizes training activities on strategic topics for the staff and partners as required;
Documents lessons learned and sharing these through knowledge networks;
Promotes a knowledge sharing and learning culture within the CO;
Actively contributes to building capacities of staff and leveraging of tools to support operational effectiveness in the country office.

Competencies

Functional Competencies:

Building Strategic Partnerships:

Maintains an established network of contacts for general information sharing and to remain up-to-date on partnership related issues;
Establishes and nurtures positive communication with partners.

Promoting Organizational Learning and Knowledge Sharing:

Generates new ideas and approaches, researches best practices and proposes new, more effective ways of doing things;
Documents and analyses innovative strategies and new approaches;
Identifies and communicates opportunities to promote learning and knowledge sharing.

Job Knowledge/Technical Expertise:

Understands and applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
Analyzes the requirements and synthesizes proposals;
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:

Researches and documents ‘best practices’ in organizational change and development within and outside the UN system;
Demonstrates ability to diagnose problems and identifies and communicates processes to support change initiatives;
Gathers and analyses feedback from staff.

Design and Implementation of Management Systems:

Maintains information/databases on system design features;
Develops simple system components.

Client Orientation:

Researches potential solutions to internal and external client needs and reports back in a timely, succinct 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;
Actively supports the interests of the client by making choices and setting priorities to meet their needs;
Anticipates client needs and addresses them promptly.

Promoting Accountability and Results-Based Management:

Gathers, analyzes and disseminates information on best practice in accountability and results-based management systems.

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.

Required Skills and Experience

Education:

Master Degree in social sciences, business or public administration, international relations, political science or development studies.

Experience:

A minimum of 2 years of relevant experience in management and coordination, preferably in an international organisation and/or the UN system;
Strong planning and organisation skills, ability to work independently, take initiative and prioritize complex work tasks;
Flexibility and ability to work under time pressure completing complex multi-stakeholder assignments;
Excellent communication and interpersonal skills, ability to effectively communicate with people from different backgrounds;
Strong drafting and presentation skills;
Good computer skills .

Language:

Strong written and spoken English;
Knowledge of Arabic an asset.