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Executive Associate

Apia (Samoa)

  • Organization: UNDP - United Nations Development Programme
  • Location: Apia (Samoa)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2019-08-23

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Background

UNDP works in about 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.
 
The UNDP Multi-Country Office (MCO) based in Samoa, which covers Cook Islands, Niue, Samoa and Tokelau, implements the UNDP Sub-regional Programme Document for the Pacific Island Countries and Territories (2018-22), which is aligned with the 2030 Agenda for Sustainable Development and the Sustainable Development Goals (SDGs), and country priorities as reflected in national development plans. In close partnership with the four Governments, UNDP works in collaboration with donors, the private sector, civil society organizations and local communities, academia, media and regional organizations to provide global knowledge and integrated development solutions to development challenges. UNDP promotes a whole-of-society approach to deliver on the ambition of the 2030 Agenda, with greater involvement of civil society actors, emphasis on empowering women, youth and vulnerable groups, and centred on the principle of leaving no one behind. 
 
Under the direct supervision of the Resident Representative (RR) and Deputy Resident Representative (DRR), the Executive Associate ensures effective and efficient functioning of the RR/DRR 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 secretarial and clerical staff of the office, when necessary. S/he works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, and agendas.

Duties and Responsibilities

1.Ensures effective and efficient functioning of the RR/DRR offices 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/DRR missions and representation schedule;
  • Maintenance of rosters of high-level partners, telephone lists;
  • Preparation of correspondence, directives, comments on behalf of RR/DRR for his/her signature and doing follow-up when required;
  • Use of automated office management systems for effective functioning of the RR/DRR offices.
2.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 reports to RR/DRR;
  • 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 divisions.
3.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.
4.Any other tasks as required by the supervisor.

Competencies

Core Competencies:
 
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 Competencies:
 
Building strategic partnerships  
  • Analyzes general information and selects materials in support of partnership building initiatives.
Event, Meeting, and Workshop Management
  • Ability to plan and organize events.
Scheduling and Coordination
  • Ability to manage meeting requests and appointments with ease and positivity.
Fundamental knowledge of processes, methods and procedures
  • Understands the main processes and methods of work regarding to the position.
Client Orientation
  • Maintains effective client relationships.
Promoting organizational learning and knowledge sharing
  • Basic research and analysis. Researches best practices and poses new, more effective ways of doing things.
Design and Implementation of Management Systems 
  • Data gathering and implementation of management systems.

Required Skills and Experience

Education:
  • Secondary education; 
  • University Degree or equivalent in Economics, Social Sciences, International Relations, Political Sciences or related field would be desirable, but is not a requirement.
Experience:
  • Secondary education with at least 6 years of progressively responsible administrative or programme experience is required at the national or international level; 
  • Bachelor’s degree with 3 years’ experience in above areas;
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and advance knowledge of spreadsheet and database packages, experience in handling of web- based management systems.
Language Requirements:
  • Fluency in English and Samoan both written and verbal. 
Other:
  • This vacancy is open to Samoan nationals only.
  • Women candidates are encouraged to apply.  

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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We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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