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Special Assistant to the Administrator

New York City

  • Organization: UNDP - United Nations Development Programme
  • Location: New York City
  • Grade: Mid level - P-4, International Professional - Internationally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Managerial positions
  • Closing Date: Closed

Background

The Special Assistant to the Administrator supports the coordination of the agenda of the Administrator. Working under the overall supervision of the Chief of Staff & Director of the Executive Office and the direct supervision of the Senior Special Assistant (P5) to the Administrator, and in close collaboration with all relevant units in the Executive Office, the Special Assistant will contribute to the smooth and seamless management of the Administrator’s internal and external interactions and interventions. The Special Assistant assists with the coordination of the planning and integration of all the elements and components necessary to ensure that the Administrator is successful with the provision of political leadership and strategic guidance, with the elaboration of strategic, managerial and programmatic priorities, with the delivery of communication and outreach policies, and with overall management and internal coordination in full compliance with UNDP’s mandate, accountability and reporting requirements. By anticipating and planning the Administrator’s engagements, the Special Assistant ensures a highly responsive and effective Executive Office function.

Duties and Responsibilities

The Special Assistant will be responsible for the following functions:
  • Agenda-Setting Support to the Administrator
  • Management & Communication Support
  • Knowledge Management & Partnerships
  • Representational Activities
Agenda-Setting Support to the Administrator 
  • In coordination with the Chief of Staff & Director of the Executive Office and the Senior Special Assistant, the Special Assistant manages the daily schedule, mission planning and calendar of engagements for the Administrator.
  • Coordinates and manages forward-planning of the quarterly and long-term calendar, while ensuring the strategic prioritization of engagements.
  • Drafts correspondence and notes to the file, and coordinates and/or contributes to other routine documentation required by the Administrator.
  • Facilitates the implementation of requests, directives and commitments of the Administrator in coordination with relevant managers and teams within the office.
  • Maintains regular contact with the Executive Office teams, Regional and Central Bureaux, Country offices and external stakeholders such as Permanent Missions to the UN, UN System partners, IGOs, NGOs, donors and other multilateral agencies to keep the Administrator abreast of key developments within the organization.
  • Works in close collaboration with the other Special Assistants and backstops them during absences. 
Management & Communication Support
  • Coordinates the preparation submissions and background documentation from Regional and Central Bureaux, including the senior management policy group, the EG, OPG, the Executive Group and the Secretary-General’s Policy Committee.
  • Acts as Secretary for policy group meetings and is responsible for recording decisions, coordinating the development of the agenda, gathering and analyzing information to support decision-making and communication of relevant decisions to staff.
  • Manages and tracks internal management/policy groups as well as EG/OPG/EB/PC commitments.
  • Supports the organization of regular staff meetings and special events.
  • Supports effective internal communications with management and staff. 
  • Advises the Administrator on a range of issues relating to management and the overall “state of the bureau”, including emerging staff concerns.
  • Works in close collaboration with other Special Assistants in the Executive Office and backstops them during absences.
Knowledge Management & Partnerships
  • Prepares speech outlines, concept papers, aide memoires, memoranda and other substantive documents of a broad and complex nature.
  • Drafts correspondence as requested by the function of the Executive Office.
  • Monitors, analyses and reports on progress/developments of relevant international fora pertaining to matters of interest to the Administrator.
  • Participates in knowledge management and practice networks.
Representational Activities
  • Ensures that the Executive Office is well informed within the working process and documentation of the EG, OPG, and other corporate meetings.
  • Represent the Executive Office at senior levels, as required, in inter-agency fora as well as internal UNDP meetings to establish agreements within pre-determined guidelines.
  • Supports the organization of regular staff meetings and special events.
  • Supports effective internal communications with management and staff. 
  • Advises the Administrator on a range of issues relating to management and the overall “state of the bureau”, including emerging staff concerns.

Competencies

Core
Innovation
  • Ability to make new and useful ideas work
Leadership
  • Ability to persuade others to follow
People Management
  • Ability to improve performance and satisfaction
Communication
  • Ability to listen, adapt, persuade and transform
Delivery
  • Ability to get things done while exercising good judgement
Technical/Functional
Communication
  • Ability to effectively communicate intensions and requirements to internal and external stakeholders
Strategic Thinking/Visioning
  • Ability to analyze the organization’s value proposition and shape visionary/long term plans.  Use insight to identify target audiences and partners and to inform communication objectives, messages and solutions
Partnerships
  • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships
Representation
  • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships
Substantive Positioning of UNDP
  • Knowledge of global institutions (such as the UN, IFIs), processes (such as G20 and various UN initiatives), good grasp of UNDP’s niche, and ability to engage and foster strong networks with those institutions
Strategic Planning
  • Ability to make decisions that align with strategy, vision, and mission
Community Management
  • Ability to maintain a community on assigned thematic areas

Required Skills and Experience

Education:
  • Advanced university degree (Masters’) in Social Policy, Economics, Business Administration, Social Sciences or related disciplines.
Experience:
  • At least 7 years of professional work experience with the United Nations system, with sound knowledge of UN/UNDP systems, procedures and policies. 
  • Strong and effective communication experience.
  • Experience working in developing country settings is an asset.
Language Requirements:
  • Excellent knowledge of English, as well as writing, presentation and communication skills. Fluency in other UN languages is an asset. 
Other:
 
  • Describe any additional qualifications:
 

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. 

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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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This vacancy is now closed.
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