1760 - Executive Associate to UNDP RR/UN RC and UNDP DRR
Belgrade
- Organization: UNDP - United Nations Development Programme
- Location: Belgrade
- Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
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Occupational Groups:
- Operations and Administrations
- Development Cooperation and Sustainable Development Goals
- Administrative support
- Disaster Management (Preparedness, Resilience, Response and Recovery)
- Managerial positions
- Closing Date: Closed
Background
a. Purpose
To provide support services to the UNDP Resident Representative/UN Resident Coordinator (RR/RC) and to the UNDP Deputy Resident Representative (DRR).
b. Objective
To ensure effective and efficient functioning of the office of the RR/RC and provide support to the DRR, with full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.
c. Background Information
The Executive Associate to the RR/RC and to the DRR works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
The Executive Associate to the RR/RC and DRR should be client-oriented and capable to work with people of different national and cultural backgrounds. The Executive Associate to the RR/RC and DRR will work in close collaboration with staff from different UNDP units, RC Office and UN agencies.
The key results have an impact on the efficiency of the RR/RC office. Accurate analysis and presentation of information strengthens the capacity of the RR/RC office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
Duties and Responsibilities
Measurable outputs of the work assignment
Under the guidance of the RR/RC, the Executive Associate to the RR/RC and DRR will:
Ensures effective and efficient functioning of the office of the RR/RC and of the DRR, focusing on achievement of the following results:
- Maintenance of the supervisors’ 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 supervisors for appointments, meetings, missions.
- Preparation of informal translations.
- Management of RR/RC missions and representation schedule.
- Maintenance of rosters of high-level partners, telephone lists.
- Preparation of correspondence, directives, comments on behalf of RR/RC and DRR for signature and follow-up when required.
- Use of automated office management systems for effective functioning of the office of the RR/RC and DRR.
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.
- Facilitation of information sharing between UN Country Team (UNCT) and the UN Coordination Unit.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC.
- 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.
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 specialized trainings for secretaries.
- Organization of trainings to UN staff on coordination, administration and protocol issues.
Performance Indicators for evaluation of results:
- Efficient administrative support provided;
- Office related correspondence prepared;
- Efficient support to organization of meetings, information compiled and minutes of meetings taken and distributed;
- Timely and accurate research support provided.
Competencies
- Good organizational and time-management skills.
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
- Demonstrates integrity by modeling ethical standards.
- Focuses on impact and result for the client and responds positively to critical feedback.
- Consistently approaches work with energy and a positive, constructive attitude.
- Builds strong relationships with clients and external actors.
- Excellent information technology skills, including word processing, database applications, presentation software, and internet.
Required Skills and Experience
Education:
Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.
Experience:
- At least 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level;
- Experience in organizational activities; evidence of ability to express ideas clearly; to work independently and in teams; to demonstrate a sense of self-assuredness combined with cultural and gender sensitivities;
- Experience in the usage of computers and office software packages (MS Word, Excel, etc) and knowledge of spreadsheet and database packages, experience in handling of web based management systems.
Language Requirements:
Excellent knowledge of written and spoken Serbian and English.
Disclaimer
Important applicant information
All posts in the SC 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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