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2043 - Executive Associate to Resident Coordinator (RC)

Belgrade (Serbia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Belgrade (Serbia)
  • Grade: GS-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Managerial positions
  • Closing Date: 2020-02-23

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Background

Under the guidance and direct supervision of the Resident Coordinator (RC), the Executive Associate to RC ensures effective and efficient functioning of the 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 RC works in close collaboration with all UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

 

Duties and Responsibilities

1. Ensures effective and efficient functioning of the 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;
  • Receiving and accommodating high ranking officials;
  • Compilation of high-quality briefing materials for supervisor for appointments, meetings, missions;
  • Preparation of informal translations;
  • Management of RC missions and schedule in country and abroad;
  • Maintenance of rosters of high-level partners, Government counterparts, donors, UN agencies, local institutions and others, including the electronic mailing lists;
  • Preparation of correspondence on behalf of RC for his/her signature and making follow-up when required;
  • Use of automated office management systems for effective functioning of the RC Office.

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, UN agencies and others as instructed, and dissemination of corporate and interoffice communications to staff as required;
  • 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 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;
  • Exercise quality-control functions for documents, especially the ones requiring RC’s signature, formatting, proofreading and editing the related texts to adhere to internal formats, grammar, punctuation, protocols and style;
  • Coordinates travel planning and logistical support arrangements for official missions of RC and RCO team;
  • Communicate and follow-up with RC’s driver in timely manner the daily transportation / travel arrangements for RC and UNRCO staff;
  • Serve as UNRCO’s focal point for travel, procurement, administration and finance with UNDP operations;
  • Support planning and organization of events as required;
  • Daily cooperation and coordination with personal assistants of the UNCT Heads of Agencies.

3. Effective support to the general coordination and operations activities of the UNRCO and UNCT OMT:

  • Active support and provision of the secretarial function to the UNCT Operations Managers Team (OMT) group;
  • Support coordination activities relevant for Business Operations Strategy (BOS) 2.0;

  • In close cooperation with UNDP operations team follow up on UNRCO budget status and relevant payments and assist in tracking and maintaining records related to the UNRCO budget expenditures.  Prepare relevant supporting documents for payments from the UNRCO budget;
  • In close cooperation with UNDP operations support the processes of assets management and preparation of periodic inventory reports pertaining to the UNRCO;
  • In close cooperation with UNDP operations attend to common premises/cost recovery related activities pertaining to the UNRCO;
  • Use on-line platforms (including UNDP Intranet, Iris UNRCS portal and BOS 2.0);
  • Support the preparation of the UNRCO planning, programming and reporting tools;
  • Provide support to administering posting of UNCT vacancies on the UNCT website;
  • Follow up of common premises/UNDP services cost-recovery arrangements as provided and requested by UNDP. Participate in common premises committee meetings.

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 specialized trainings for secretaries;
  • Organization of trainings to UN staff on coordination, administration and protocol issues.

Impact of Results:

The key results have an impact on the efficiency of the RC office. Accurate analysis and presentation of information strengthens the capacity of the RC office and promotes the image of UN as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

 

Competencies

Core Competencies:

Innovation

Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

Functional Competencies:             

Promoting Accountability and Results-Based Management

Ability to gather and disseminating information

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Building Strategic Partnerships

Ability to track and report on mobilized resources

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Design and Implementation of Management Systems

Ability to respond positively to new approaches

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Promoting Organizational Change and Development

Ability to identify problems and proposes solutions

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Promoting Organizational Learning and Knowledge Sharing

Ability to research best practices and share new ways of doing things

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Job Knowledge/Technical Expertise

Ability to understand main processes and methods of work regarding to the position

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Client Orientation

Ability to respond to client needs promptly

Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

 

Required Skills and Experience

Education: 

  • Secondary Education; Specialized secretarial training would be an asset.
    University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

  • 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Relevant experience with UN or other international organizations will be considered as an advantage For candidates with accredited Bachelor’s degree, the minimum experience is reduced to 3 years.
  • 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 Serbian language.

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.

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