UNDP Executive Associate Vacancy

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate to the RR ensures effective and efficient functioning of the RR’s 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 to the RR works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions and agendas.  The Executive Associate also provides secretarial and administrative support to the Assistant Resident Representative (Programme) (ARR(P)).

*for purposes of this Job Description senior management denotes the office of RR and ARR(P).

Summary of Key Functions:

• Ensures effective and efficient functioning of the senior management office*
• Ensures provision of effective communications support to the Country Office
• Ensures facilitation of knowledge building and management

1.    Ensures effective and efficient functioning of the senior management office* focusing on achievement of the following results:

• Ensure smooth meeting and event management, including relationship management for the senior management office.
• Maintenance of the senior management calendar, contacts with high-ranking visitors, arrangement of appointments and meetings and/or taking minutes/notes and arranges for proper follow up.
• Maintenance of protocol and administrative procedures.
• Preparation of high-quality briefing materials, including presentations (using Power Point and other Microsoft Office softwares), for senior management for appointments, meetings, missions.
• Scheduling of regular staff meetings, management meetings, preparation and circulation of agendas, preparation of highlights/minutes.
• Management of senior management’s missions and representation schedule, arrangement of all travel arrangements, if necessary.
• Maintenance of rosters and professional profiles of high-level partners, contact database, and telephone lists;
• Preparation of correspondence, directives, comments on behalf of senior management for his/her signature and making follow-up when required.
• Compiles research background substantive material and documentation for use in discussions, mission, briefings, press meetings, conferences, workshops, and missions.
• Receives, screens, logs and routes correspondence, attaches necessary background information.
• Facilitates logistics of high-level missions to the Trinidad and Tobago Country Office (CO) and the territories that they serve, trainings and workshops.
• Use of automated office management systems for effective functioning of the senior management office.
• Procurement of office supplies/office services required for smooth functioning of the senior management office through the Operations Unit.
• May act as administrative LPAC support for the CO.
• May be called upon to provide administrative support to the programme and/or operations teams, based on an agreement with the senior management office.
• Provides support services to Officer in Charge as designated

2.    Ensures provision of effective communications support to the Country 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; and internal communication.
• Facilitation of information sharing among the CO and the territories covered by the CO and the Regional Bureau.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the senior management office.
• Provides advice to the senior management office and the CO as a whole on all national and UN related protocol procedures.

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

• Sound contributions to knowledge networks and communities of practice.
• Organization of trainings to the CO staff on coordination, administration and protocol issues

Education:

Secondary Education with specialised secretarial training. Undergraduate Degree in Business Administration /Management Studies or equivalent would be desirable, but it is not a requirement.

Experience:

• Secondary education with 6 years of progressively responsible secretarial support to senior management, administrative, programme experience is required at the national or international level.

• Advanced experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint etc), experience in handling of web-based management systems.

• Excellent writing skills

Language Requirements:  Fluency in written and oral English

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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