Background

Under the guidance and direct supervision of the OHR Director, the Executive Associate ensures effective and efficient secretarial and administrative assistance to the Director of the Office of Human Resources/Bureau of Management, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. S/He also works in close collaboration with others as part of a team in the Directorate, in particular the Special Assistant to the Director.

Duties and Responsibilities

Summary of key functions:
  • Effective and efficient functioning and administration of the Director’s office, including provision of supplies and travel arrangements. Effective communications support to the Director office
  • Establishment and maintenance of Directorate filing system
  • Support to knowledge management
  • Support to organization of Directorate-led special events and activities
1. Function / Expected Results: Ensures effective and efficient functioning of the Director’s front office focusing on achievement of the following results:
  • Screens all incoming correspondence and calls to identify which matters should be brought to the attention of the Director with special emphasis on prioritization and deadlines; ensures concerned parties are consulted and/or briefed. 
  • Liaises with Bureaux/Divisions on representation of the Director at ICSC, CEB, UNDG, HCLM, Security Management Group, HR Network and other high level meetings; discusses and obtains Agenda and provides support in obtaining background documents and data.
  • Maintains the Director’s calendar, and professional networks including contacts with high-ranking visitors and partners, arrangement of appointments and meetings and takes  minutes as required.
  • Collates high quality briefing and presentation materials for the Director in conjunction with the Special Assistant, for appointments, meetings, missions.
2. Function / Expected Results: Provides effective communications support to the Director focusing on achievement of the following results:
  • Drafts correspondence in English determining the appropriate tone and content.
  • Maintains the registry function for the Directorate by monitoring and tracking  key responses  prepared for the Administrator and Associate Administrator’s signatures as well as those of the Assistant Administrator and Director of the Bureau of Management;  ensuring compliance with deadlines; reviews weekly reports on the status of replies and follows-up with OHR units as required.
  • Provides communication support to the Director by ensuring that directives on operational matters are communicated in a timely manner to senior managers and heads of the units of OHR.
  • Prepares correspondence, comments on behalf of the Director for his/her signature and following it up when required. Ensures that OHR staff is well informed of the Director’s commitments and schedule in order that all the background logistical and substantive support is provided.
  • Facilitates information sharing between all staff within the respective units.
  • Follows up on deadlines, commitments made, actions taken and coordination of reports, information and documentation.
  • Screens and routes all incoming calls and correspondence of the front office to relevant OHR units.
  • Responds directly to queries directed to the Director ensuring that information shared is appropriate, timely and correct.  
3. Function / Expected Results: Establishes and maintains the Directorate’s filing system focusing on the achievement of the following results:
  • Establishes and maintains both electronic and manual filing systems for easy retrieval of correspondence and other documentation and ensures safekeeping of confidential and sensitive materials.
  • Organizes and maintains the Director’s personal filing and reminder systems as well as the the Directorate’s filing, ensuring that information is available in a timely and accurate manner. 
  • Uses electronic office management systems for effective administration of the Director's office ensuring archiving of data and electronic back-up for the business continuity.
  • Managest the flow of documents, establishing both manual hard copy and electronic file reviews, electronically logging, routing and bringing up incoming communication as appropriate.
  • Registers, classifies, routes and follows up incoming and outgoing correspondence, documents and other materials. 
4. Function / Expected Results: Supports Knowledge Management focusing on the achievement of the following results: 
  • Provides support in the coordination and follow up of information for OHR related reports and documents;
  • Conducts research in multiple automated databases and other reference sources, and compiles and reviews information on various HR related topics.
  • Backstops the Special Assistant to the OHR Director during her/his absence and provides additional support during periods of heavy work load.
5. Function / Expected Results: Provision of administrative support to Directorate focusing on achievement of the following results:
  • Maintains the leave and absence monitoring system for the Directorate unit staff using ATLAS Absence Module;
  • Prepares travel requests for the travel of Directorate staff, obtains visas, prepares travel claims and follows up with OHR units accordingly.
  • Orders of Office Supplies, regular reporting on the use of the funds for office supplies;
  • Provides support to organizing Directorate led events and staff meetings.
  • Other job related duties as assigned, including providing back up administrative and secretarial support to the Directorate team as required. 

Competencies

Impact of Results:

The key results identified above impact on the efficiency and effectiveness of the Director of OHR and thus the operations of the Office as a whole.  
Personal communication skills, including confidentiality, tact, discretion and diplomacy, and independent judgment exercised by the incumbent impacts directly on the image of OHR. 
Efficiency and accuracy in the presentation of all documentation put up for the signature at the Director, OHR level and higher with zero margin for error. 
Organization of workflow and schedule planning for the Director provide for seamless operations and facilitate the attainment of the Director’s work plan priorities in a timely manner. 
 
Nature of interactions
Consults and exchanges information with a broad range of staff at all levels both within and outside UNDP. 
Uses persuasion and influencing skills in screening calls and visitors as well as in maintaining the Director’s calendar and following up on deadlines; diplomacy and tact are essential sub-skills which must be used on a regular and recurring basis. 
 
Functional Competencies:  
   
Promoting Organizational Learning And Knowledge Sharing
Level 1.1: Basic research and analysis
  • Identifies and communicates opportunities to promote learning and knowledge sharing
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work related the position
  • Possesses basic knowledge of organizational policies and procedures related to office management and applies them consistently to the task on hand 
  • 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
Level 1.1: Presentation of information on best practices in organizational change
  • Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
  • Uses information/databases/other management systems
  • Makes recommendations related to work procedures and implementation of management systems
Client Orientation
Level 1.1:  Maintains effective client relationships
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Responds to client needs promptly
Promoting Results-Based Management
Level 1.1:  Gathering and disseminating information
  • Maintains databases
  • Prepares timely inputs to reports
Core Competencies:
  • Demonstrating/safeguarding ethics and integrity
  • Demonstrating 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
  • Informed and transparent decision making

Required Skills and Experience

Education:

  • Secondary education with specialized administrative and secretarial training. First level university degree desirable, but not a requirement.
Experience:
  • Seven years of progressively responsible secretarial and administrative experience, with at least two years within UN/UNDP is required. Experience in dealing with senior officials, diplomats and a large demanding clientele is essential.
  • Experience in the use of computers and office software packages (MS Word, Excel, Power Point, etc) and experience in handling of web based management systems and Atlas knowledge.
Language Requirements:
  • Fluency in English is required; a working knowledge of other UN Language would be an asset.