Executive Associate

I. Position Information 

Job code title:                                  Executive Associate

Post Number:                                  3442

Pre-classified Grade:                      ICS-6

Supervisor :                                    UNDP Resident Representative/ UN Resident Coordinator

Duty Station:                 Banjul, The Gambia

II. Organizational Context 

Under the guidance and direct supervision of the RR/RC, the Executive Associate to RR/RC ensures effective and efficient functioning of the RR/RC 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 RR/RC works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

III. Functions / Key Results Expected

Summary of Key Functions:

• Effective and efficient functioning of the RR/RC office
• Provision of effective communication support to the office

1. Facilitation of knowledge building and managementEnsures effective and efficient functioning of the RR/RC 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/RC missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required. 
• Use of automated office management systems for effective functioning of the RR/RC office

2. Ensures effective and efficient functioning of the RR/RC 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/RC missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required. 
• Use of automated office management systems for effective functioning of the RR/RC office.

3. 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 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.

4. 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 UN staff on coordination, administration and protocol issues.

IV. Impact of Results

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.

V. Competencies 

Corporate Competencies:

• Demonstrates commitment to UNDP’s mission, vision and values.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies:

Knowledge Management and Learning

• Shares knowledge and experience
• Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills 

Development and Operational Effectiveness

• Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of RR/RC office, including data/ schedule management, maintenance of protocol, information flow.
• Confidentiality 
• Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems

Leadership and Self-Management

• Focuses on result for the client and responds positively to feedback
• Consistently approaches work with energy and a positive, constructive attitude
• Remains calm, in control and good humored even under pressure
• Demonstrates openness to change and ability to manage complexities

VI. Recruitment Qualifications

Education: 

Secondary Education with specialized training in Office Management and Administration. University Degree or equivalent in Administration is desirable. 

Experience: 

5 to 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level working with multi-national or diplomatic mission. Excellent writing, communication and interpersonal skills. 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 English and the national language.