Job Purpose and Organizational Context

UNDP has been supporting the Nepalese people in their struggle against poverty since it opened an in-country office in 1963. Much of this support has gone to building up the capacity of government agencies, civil society and community groups to fight poverty, and to bringing these groups and Nepal's donors together to design and implement successful poverty alleviation projects.

In parallel to the roll-out of its new Country Programme, 2018-2022, UNDP Nepal is reorganizing internally and moving towards strategically repositioning UNDP’s global contributions in support of the Sustainable Development Goals and collaboration with national development partners.  Nepal is accelerating its agenda of federalization while reconciling aspects of its Constitution which have implications for how UNDP engage with central and local level authorities.  Meanwhile, Nepal’s GNI continues to grow, making graduation from LDC status a scenario for which UNDP needs to begin planning and adapting to different models of development cooperation.

Under the direct supervision of the Country Director and Deputy Country Director,  the Executive Associate  ensures effective and efficient functioning of the CD/DCD 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 CD/DCD 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

In this section list the primary responsibilities of the position (Typically five).As needed add additional context below the responsibilities.Tip: Focus on what the job entails not how to do the job.

Ensures effective and efficient functioning of the CD/DCD offices focusing on achievement of the following results:

1. Maintenance of the supervisors’ calendar, contacts with high-ranking visitors,  arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
2. Maintenance of protocol procedures.
3. Preparation of high quality briefing materials for supervisors for appointments, meetings, missions.
4. Preparation of informal translations.
5. Management of CD/DCD missions and representation schedule.
6. Maintenance of rosters of high-level partners, telephone lists.
7. Preparation of correspondence, directives, comments on behalf of CD/DCD for his/her signature and making follow-up when required.
8. Use of automated office management systems for effective functioning of the CD/DCD office.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

1. Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
2. Coordination of the information flow in the office, follow up on circulation files.
3. Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CD/DCD.
4. Screening of all incoming calls and correspondence.
5. Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisors’ office and subordinate division.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

1.  Sound contributions to knowledge networks and communities of practice.
2. Organization of specialized trainings for secretaries.
3. Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies and Selection Criteria

Description of Competency at Level Required

(For more comprehensive descriptions please see the competency inventory)

In this section list all core competencies as well as the most relevant technical/functional competencies the role will require along with the appropriate level.  A Detailed list of competencies can be accessed through the following link: https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

Core

Innovation

Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional

Detailed list of competencies can be accessed through https://intranet.undp.org/unit/ohr/competency-framework/SitePages/Home.aspx

 and hiring managers are encouraged to familiarize themselves for more information

Building strategic partnerships. 

Analyzes general information and selects materials in support of partnership building initiatives

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Event, Meeting, and Workshop Management

Ability to plan and organize events

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Scheduling and Coordination

Ability to manage meeting requests and appointments with ease and positivity

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Fundamental knowledge of processes, methods and procedures.

Understands the main processes and methods of work regarding to the position

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation

Maintains effective client relationships

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Promoting organizational learning and knowledge sharing

Basic research and analysis. Researches best practices and poses new, more effective ways of doing things

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Design and Implementation of Management Systems. Data gathering and implementation of management systems   

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Recruitment Qualifications

Education:

Secondary Education with specialized secretarial training or office management; or Bachelor’s degree in Business, Public  Administration, Political or Social Science.

Experience:

1. Secondary Education with 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
2. Alternatively, if in possession of a Bachelor’s Degree 3 years of relevant experience would be required.
3. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.

Language Requirements:

Proficiency in English and Nepali