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Executive Management Associate

Damascus

  • Organization: UNDP - United Nations Development Programme
  • Location: Damascus
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Administrative support
    • Crisis Response
    • Crisis Prevention and RecoveryManagement
  • Closing Date: Closed

Background

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

Duties and Responsibilities

Ensures effective and efficient functioning of the Senior Management team focusing on achievement of the following results:

  • Maintenance of the Senior Management Team calendars, 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 missions and representation schedule;
  • Maintenance of rosters of high-level partners, and contact lists;
  • Preparation of correspondence, directives, comments on behalf of Senior Management for signature and follow-up as required;
  • Use of automated office management systems for effective functioning of the front office;
  • Preparation of travel arrangements for the Management Team and liaison duties with other teams.

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.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Senior Management, and tracking of progress on planned issues; follow-up with focal points;
  • Screening of all incoming calls and all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
  • Adherence to appropriate protocol and correspondence guidelines by the Senior Management team when communicating with Government and other external partners;
  • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division;
  • Raise requisitions for travel for Senior Management as appropriate;
  • Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required;
  • Administration of meetings, appointments and briefings of Management Team; including drafting of background notes;
  • Support to organization of events if required.

Impact of Results:

The key results have an impact on the efficiency of the RR and CD/DCD office.  Accurate analysis and presentation of information strengthens the capacity of the RR and CD/DCD 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.

Competencies

Innovation:

  • Ability to make new and useful ideas work;
  • Adapts deliverables to meet client needs.

Leadership:

  • Ability to persuade others to follow;
  • Proactively seeks and recognizes contributions of others.

People Management:

  • Ability to improve performance and satisfaction;
  • Appropriately involves team in different stages of work and decision-making.

Communication:

  • Ability to listen, adapt, persuade and transform;
  • Expresses information and views with adaptive reasoning and appreciation for complexity and variation.

Delivery:

  • Ability to get things done while exercising good judgement;
  • Takes responsibility for addressing critical situations and delivering core value.

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.

Required Skills and Experience

Education:

  • Secondary Education with specialized certification in specialized secretarial training.;
  • A first-level university degree in combination with 3 years of qualifying experience may be accepted.

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;
  • Previous experience with the UN is an asset.

Language Requirements:

  • Fluency in the UN and national language of the duty station. Working knowledge of other UN language desirable.

Disclaimer

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.

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.

Scam warning

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This vacancy is now closed.
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