Executive Associate (HDRO Consultancy)


Location : New York, UNITED STATES OF AMERICA
Application Deadline :08-Mar-18 (Midnight New York, USA)
Type of Contract :Individual Contract
Post Level :National Consultant
Languages Required :
English  
Duration of Initial Contract :Three months

Background

The Executive Associate works as part of the Directorate with a primary responsibility for servicing the offices of the Director and Deputy Director; including with respect to protocol procedures and formal ties to the Administrator’s office, other UNDP offices, the UN, UN agencies and VIPs.

As part of the Directorate the Executive Associate contributes to maintaining an effective function of the office including in keeping records of attendance and asset inventory, and procurement of office supplies.

It is essential to conduct of the assignment that the Executive Associate works with integrity, tact, diplomacy and discretion as appropriate.


Duties and Responsibilities

Effective support to the Director and Deputy Director of HDRO, including:

  • Secretarial functions (drafting, typing, PowerPoint, finalizing documents and presentations);
  • Maintaining their schedules, appointments and travel;
  • Supporting their representation of HDRO with partners;
  • Compliance with protocol procedures.

Effective support in liaising with prominent contacts:

  • On maintaining a list of VIPs for dissemination of HDRO material to them in consultation with Outreach Unit.

Effective liaison with the Executive Board Secretariat:

Effective support to the Director and Deputy Director of HDRO focusing on achievement of the following results

  • Correspondence: drafts memos/letters primarily responding to information by being fully conversant at advanced level in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.) supports the directorate in finalizing documents and presentations;
  • Inputs contacts of the directorate into the office-wide contact database in a timely manner in consultation with Outreach unit;
  • Management of the Directorates calendars and travel – organizes, arranges and coordinates meetings such that the Director and Deputy Director’s time is efficiently utilized; ensures relevant materials are available for their review prior to engagements;
  • Handles all travel and logistical arrangements related to their meetings making certain that visa, transportation and hotel requirements have been properly addressed. Prepares a travel folder with essential information and documents;
  • Up-to-date G-4 visas, Laissez-Passers, Ground Passes, etc. by monitoring their expiry date and taking timely action;
  • Administration of the office of the Directorate  - establishes and maintains good rapport with a diverse range of internal and external stakeholders, which include the Permanent Missions to the UN, Executive Board members, the Office of the Administrator and the rest of the UNDP Executive Group to enable smooth communication in the coordination of various endeavors; maintenance of protocol procedures; facilitates information flow by conveying accurate and timely information both within HDRO and with external partners; multi-tasks to handle the varied demands of the Directorate effectively and efficiently;
  • Support to the Directorate in all its initiatives – provides secretarial and logistical support in organizing Advisory panel and Statistical Advisory Panel meetings, assists in handling documentation and travel of Advisory panel members; Coordinates meetings with Permanent Missions to the UN, Government and private institutions visiting HDRO;
  • Prepares agendas and organizes with counterpart focal points for the preparation of missions, including logistical support
  • Liaises with the Director on calling of bi-weekly staff meetings;
  • Support for HDRO-wide initiatives – provides administrative and clerical tasks involved in the planning and execution of the consultations/workshops/seminars and other major events and projects such as presentations to the EG etc. as well as disseminate invitations to HDRO seminars on behalf of Director and Deputy Director;
  • Preparation and coordination of informal translations.

Effective communications support to the office focusing on achievement of the following results:

  • Collaboration with the Outreach Unit to maintain a list and contact details of VIPs -- senior UNDP and other UN officials, Permanent Representatives and other dignitaries in the distribution of the HDR.

Supports HDRO’s engagement with Member States, including the Executive Board. Effective liaison with the Executive Board Secretariat (EBS)

  • Liaises directly with missions to set up bilateral informal meetings with member states;
  • Works with the Deputy Director in ensuring that documentation pertaining to HDRO session at the annual meeting of the EB is submitted in a timely manner;
  • Coordinates with the EBS in the organization of informal sessions with the Executive Board.
  • Effective operational support to the function of the office:

  • Maintains stocks and organizes procurement of the of reliable and quality office supply/stationary and keeps appropriate records; provides stationary related inputs to preparation of the office procurement plans. Acts in full compliance with UNDP procurement rules and regulations, policies and strategies;
  • Acts as an alternate absence processor, ARGUS requester and buyer in Atlas;
  • Maintains a filing system to ensure safekeeping of confidential materials in cooperation with Operations;
  • Liaison to contact persons for the building maintenance and photocopier/network printers;
  • Assists the office in the best use of space and in proper order, including printing and pantry areas;
  • Backstopping colleagues as appropriate.

The key results have an impact on the efficiency of the offices of the Director and Deputy Director and the whole HDRO.  It also affects the production of the HDR and all the activities related to HDR and in promoting the image of UN/UNDP/HDRO and understanding of our mandate.

Decisions:

  • Decisions are made regarding individual work priorities within the context of overall assignments;
  • Decisions are taken in managing the Directorate’s schedules, in responding/directing inquiries, information/requests during Director and deputy director’s absence.

Recommendations:

  • Recommendations primarily relate to assessing and evaluating specific demand for service and identifying or recommending a course of action for several possible alternatives in particular regarding (1) recommendations on organization of HDRO workshops (logistics, planning, documentation packaging & distribution);

Errors:

  • Failing to keep appropriate records of staff absence and leave can cause serious frustrations and embarrassment. Sending out erroneous information under the Director’s signature would jeopardize HDRO credibility, breach in confidentiality would put HDRO and the Director in an embarrassing and difficult position.


Competencies

Corporate Competencies:

  • Demonstrates commitment to UNDP/HDRO mission, vision and values;
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning:

  • Shares knowledge and experience;
  • Encourages office staff to share knowledge and contribute to UNDP Practice Areas;
  • Develops substantive knowledge of one or more Practice Areas;
  • Promotes a learning environment in the office;
  • Provides helpful feedback and advice to others in the office;
  • Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness:

  • Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of HDRO, including data/schedule management, maintenance of protocol, information flow;
  • Confidentiality;
  • Strong interpersonal skills;
  • Ability to provide input to business processes re-engineering, implementation of new systems.

Leadership and Self-Management:

  • Focuses on result for the client and responds positively to feedback;
  • Consistently approaches work with energy and a positive, constructive attitude;
  • Demonstrates strong oral and written communication skills;
  • Remains calm, in control and good humored even under pressure;
  • Demonstrated openness to change and ability to manage complexities;
  • Responds positively to critical feedback and differing points of view;
  • Solicits feedback from staff about the impact of his/her own behavior.


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;
  • High experience in the usage of MS Word, Excel, PowerPoint, Outlook, etc.), experience in handling of web based management systems (e.g. ATLAS);
  • Familiarity with social media (twitter, Facebook, etc.) is a strong asset.

Language:

  • Fluency in both written and spoken English;
  • Knowledge of other UN languages is an advantage.


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