Special Assistant to the Resident Representative

Eligibility criteria

Minimum age: 25 years old. Nationals of the country of assignment are not eligible, except the assignments in Headquarters duty stations.

Description of task

The Special Assistant ensures timely and efficient support to the RR in the management of the country office, including i) scheduling and front-office support; ii) management support and support to the oversight and approvals process; iii) review, analysis and quality assurance of documents for the RR; and iv) facilitation of UNDP representation. The Special Assistant also serves as the key liaison between the RR and UN Country Team (UNCT) members, the Resident Coordinator’s Office (RCO), programme and operations staff of UN Agencies, as well as UNDP staff at regional and global headquarters, government officials and donors.

1. Oversee scheduling and front office support, including:

• Manages the daily schedule, mission planning and calendar of engagements for the Resident Representative (RR) and Deputy Resident Representative for Programme (DRR(P)), in collaboration with the Executive Associate;
• Coordinates and manages forward planning of the quarterly and long-term calendar of the RR and DRR(P), ensuring strategic prioritization of engagements;
• Drafts correspondence, notes-to-the-file, and coordinates/contributes to other routine documentation required by the RR and DRR(P);
• Facilitates implementation of the requests, directives and commitments of the RR and DRR(P), in coordination with relevant managers and teams within the bureau; and
• Maintains regular contact with the Office of the Directorate of Regional Bureau for Asia Pacific (RBAP), the RBAP Desk Officer, the DSRSG/RC/HC, UN System partners, donors, IGOs, NGOs, and other multilateral agencies to keep the RR and DRR(P) abreast of key developments within the organization;
• Develop strong partnerships with other UNDP staff, contributing to information sharing initiatives within UNDP, UNAMA and other external strategic partners.

2. Management support and support the oversight and approvals process, including:

• Advises the RR on a range of issues relating to management and the overall “state of the bureau”, including emerging concerns of staff;
• Prepares correspondence, documents, reports and speaking notes and ensure appropriate reporting and follow-up;
• Manages the Executive Office system to track internal management commitments
• Coordinates and provides quality assurance for management responses to RBAP and SRSG or DSRSG requests and decisions;
• Coordinates special projects and assignments on behalf of the RR and DRR(P), frequently involving senior managers of the Bureau as well as a broader constituency
• Ensures that requests for RR and DRR(P) approvals and signatures have followed the Standard Operating Procedures (SOPs), ensures that documentation is timely and of the appropriate quality, and that operational messages prepared for the RR and DRR(P) meet with the necessary standards;
• Supports the organization of regular staff meetings and special events;
• Supports effective internal communications with staff.

3. Review, analyze, and quality assure documents for the Resident Representative, including:

• In close collaborations with the Communications Specialist, reviews speeches, briefs, background papers, etc. for substantive accuracy, completeness, strategic messaging, in liaison with other units throughout Country Office, UNDP HQ, UNSOM and other UN agencies as needed;
• Provides clear and timely guidance to staff to facilitate preparation of briefs and speeches for the RR;
• Drafts and contributes to speeches and briefs for the RR as necessary;
• Performs research on topics as assigned, analyzes information and synthesizes into a clear summary to facilitate decision-making by the Senior Management.

4. Provide strategic and substantive inputs to facilitate UNDP representation with other UN agencies, UNDP Headquarters and Regional Bureau staff, Government officials, technical advisors and experts, multi-lateral organizations, donors and civil society, including:

• Analyze, compile and prepare papers/notes for relevant policy and operational discussions related to UNDP programmes.
• Critically analyze briefs for the Resident Representative and ensure that they are substantively accurate and reflective of the RR’s position so as to ensure that timely and coherent follow-up action is taken
• Coordinates substantive preparations, including agenda, accompaniment, and supporting materials for all engagements of the RR and DRR(P);
• Support the RR through high level meetings and prepare high quality and actionable minutes in a timely manner.
• Attends meetings and travels with the RR and DRR(P) on official visits as needed;
• Organizes official meetings and visits for the RR and DRR(P) while on mission;
• Serve as a focal point, coordinate logistics and prepare substantive documentation for high-level headquarters missions and special events;
• Contribute to coordination and review of preparatory inputs of UNDP’s substantive contribution to the UNCT, Humanitarian Country Team, UN Senior Management Meetings, Security Management Meetings, roundtables, etc.
• Provides inputs to partnerships efforts and helps ensure that donors are systematically engaged.
• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day);
• Be acquainted with and build on traditional and/or local forms of volunteerism in the host country;
• Reflect on the type and quality of voluntary action that they are undertaking, including participation in ongoing reflection activities;
• Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.;
• Assist with the UNV Buddy Programme for newly-arrived UN Volunteers;
• Promote or advise local groups in the use of online volunteering, or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

Qualifications/Requirements Required degree level: Master degree or equivalent Education - Additional Comments:

Social Sciences, Public Administration, Management, International Relations, Development Studies or related subjects Social Sciences, Public Administration, Management, International Relations, Development Studies or related subjects.

Required experience: 36 Months Experience remark:

• Minimum of three (3) years of experience in international development in administration, programme management or related field.
• Experience working in the Front Office of a Division or with the Chief of Branch is desirable.
• Experience in UN inter-agency work in UN coordination would be an asset;
• Experience working in conflict/post-conflict environment in the UN context is preferred.
• Experience working in hardship duty station is desirable.

Language skills:

• English(Mandatory), Level - Fluent

Area of expertise: Development programme/project administration, Other development programme/project experience Area of expertise details:

• Experience working in the Front Office of a Division or with the Chief of Branch is desirable.
• Experience in UN inter-agency work in UN coordination would be an asset;
• Experience working in conflict/post-conflict environment in the UN context is preferred.
• Experience working in hardship duty station is desirable.

Driving license: No Competencies values:

Accountability, Adaptability and Flexibility, Commitment and Motivation, Commitment to Continuous Learning, Communication, Ethics and Values, Integrity, Planning and Organizing, Respect for Diversity, Working in Teams

Application procedure:

EN

* Not yet registered in the UNV Talent Pool?

Please first register your profile at https://vmam.unv.org/candidate/signup. Important: After creating your account, complete all sections of your profile and submit it. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink. Lastly, select the special call to which you would like to apply.

* Already registered in the UNV Talent Pool?

Please first update your profile at https://vmam.unv.org/candidate/profile. Then go to ‘My Page’ at https://vmam.unv.org/candidate/mypage and click on the ‘Special Calls’ hyperlink to select the special call to which you would like to apply.

Application deadline: 20-07-2020