Executive Associate (Front Office)


Location : Manila, PHILIPPINES
Application Deadline :30-May-19 (Midnight New York, USA)
Type of Contract :FTA Local
Post Level :GS-6
Languages Required :
English  
Starting Date :
(date when the selected candidate is expected to start)
01-Jul-2019
Duration of Initial Contract :1 Year with possibility for extension

Background

Under the guidance and direct supervision of the RR, the Executive Associate to the RR ensures effective and efficient functioning of the UNDP front office (servicing RR and DRR), 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 to RR works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas. Th Executive Associate mentors one Executive Assistant in support of the DRR function.


Duties and Responsibilities

1) Ensures effective and efficient functioning of the UNDP front office focusing on achievement of the following results:

  • Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
  • Maintenance of protocol procedures;
  • Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions;
  • Preparation of informal translations;
  • Management of RR missions and representation schedule;
  • Maintenance of rosters of high-level partners, telephone lists;
  • Preparation of correspondence, directives, comments on behalf of RR for his/her signature and making follow-up when required;
  • Use of automated office management systems for effective functioning of the RR office.

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

  • Maintenance 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;
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR;
  • Screening of all incoming calls and correspondence;
  • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

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

  • Training and mentoring of the DRR Executive Assistant;
  • Sound contributions to knowledge networks and communities of practice;
  • Organization of specialized trainings for secretaries;
  • Organization of trainings for UN staff on coordination, administration and protocol issues.

 


Competencies

    Competencies and Selection Criteria

                  Description of Competency at Level Required

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

 

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

Promoting Organizational Learning and Knowledge Sharing

Researches best practices and poses new, more effective ways of doing things - Documents innovative strategies and new approaches

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

Job Knowledge/Technical Expertise

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

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

Client Orientation

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

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

Promoting Accountability and Results-Based Management

Gathers and disseminates information on best practice in accountability and results-based management systems -Prepares timely inputs to reports - Maintains databases

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


Required Skills and Experience

Education:

  • Secondary Education or bachelor's degree a related field;
  • Specialized secretarial training required.

Experience:

  • 6 years of relevant experience with Secondary Education or 3 years of relevant experience with bachelor's degree;
  • Experience in 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.).

Language Requirements:

  • Proficiency in English. Working knowledge of other UN language desirable.

Other:

  • Non-Smoking environment.


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.


If you are experiencing difficulties with online job applications, please contact erecruit.helpdesk@undp.org.

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