Executive Associate to Resident Representative

Organizacional Context

Under the guidance and direct supervision of the Resident Representative, the Executive Associate to RR ensures effective and efficient functioning of the RR 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 temporary support and clerical staff of the office. 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.

S/he also liaises with programme and operations teams to ensure follow up actions as assigned by the RR. The incumbent is expected to develop synergies with other Country Offices, Regional Offices, the UNCT and HQs and ensure a smooth flow of information to senior management.

The Executive Associate is also entrusted with the management of internal communication as well as the contribution to communication products including support in the compilation of communication materials from UN agencies and UNDP for marketing and awareness-raising campaigns.

Functions / Key Results Expected

Summary of Key Functions:

• Ensures effective and efficient functioning of the RR office
• Provision of communications support to the office on UNDP and UN system activities
• Provides effective management of internal communication activities
• Facilitation of knowledge building and management

1. Ensures effective and efficient functioning of the RR 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. Maintains roster of media focal points of national and international media outlets to coordinate RR communication activities.
• 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. Provide support  in the area of communications on UNDP activities:

• Gathers inputs on communications needs from the UNDP Country Office (projects, country programme and corporate change initiatives, etc)
• Provides support in the compilation of communication materials from UNDP for marketing and awareness-raising campaigns, related to the agenda of the UNDP practice areas including briefing materials and press releases in coordination with the supervisor.
• Assist in the logistical organization of roundtable discussions, press conferences, briefing sessions, interviews for national and international events for the UNDP Office.
• Provides editorial support for the publication of special documents.
• Support the organization of national and international events.

3. Ensures provision of effective internal 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.
• Facilitation of information sharing between UNCT and RR.
• 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.  

4. Ensures facilitation of knowledge building and management   of the following results:

• Identification and synthesis of best practices and lessons learned directly linked to programme country goals and activities and UNDP wide initiatives.
• Sound contributions to knowledge networks and communities of practice including corporate communications repositories.
• Organization and conduct of training and workshops on communications for development as appropriate as well as specialized trainings for support staff.
• Organization of trainings to UNDP staff on coordination, administration and protocol issues.

Competencies and Critical Success Factors

Functional Competencies:         

Building Strategic Partnerships

Level 1.1: Maintaining information and databases of RR counterparts

• Analyzes general information and selects materials in support of partnership building initiatives
• Manages executive relationships within the UN system and beyond.

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

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

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

• 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

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

• Ability to implement a wide range of specialized activities as it relates to the effective and efficient functioning of the office of the RR, including the management of his/her agenda, protocol and information flow within and outside the office.
• Exert the utmost discretion and confidentiality in the handling of sensitive information.
• Documents ‘best practices’ in organizational change and development within and outside the UN system.
• 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
• Provides inputs to the development of simple system components

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
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1:  Gathering and disseminating information

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

Core Competencies:

• Demonstrating/safeguarding ethics and integrity 
• Demonstrate 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. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making.

Recruitment Qualifications

• Education:

Completion of Secondary Education. University Degree or equivalent would be desirable, but it is not a requirement.

• Experience:      

6 years of progressively responsible 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.), experience in handling of web-based management systems.

• Language Requirements:           

Fluency in Spanish and working knowledge of English language.

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.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.