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Executive AssistantPartnership

Dushanbe (Tajikistan)

  • Organization: UNDP - United Nations Development Programme
  • Location: Dushanbe (Tajikistan)
  • Grade: GS-5, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2020-02-21

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Background

Under the guidance and direct supervision of the Deputy Resident Representative, the Partnerships Development Assistant supports the overall efforts of the UNDP Senior Management in cultivating and maintaining strong partnerships and cooperation with stakeholders, an area of work critical for the effective delivery of UNDP’s mandate in Tajikistan. 

The Partnerships Development Assistant works in close collaboration with the Front Office, Programme, and Operations teams, UN Agencies, national authorities and development partners to ensure efficient gathering and flow of information to UNDP Senior Management, s/he is responsible for the administration and execution of tasks and services related to supporting partnerships building, resource mobilization and management of donor portfolio.

Duties and Responsibilities

Summary of key functions:

  • Provide support to partnership building and resource mobilization
  • Support effective communication and outreach towards UNDP Partners
  • Constituency-building and knowledge management

1. Provide support to Senior Management in maintaining and developing strategic Partnerships, focusing on achievement of the following results:

  • Assist in scanning of external partnership environment and assisting in analysis and research of information on donors, (donor priorities, geographic and thematic preferences, etc.), with a view to expanding existing and identify new partnerships, based on UNDP strategic goals.
  • Support in preparation of substantive briefs on potential areas of cooperation with traditional and non-traditional donors, UN Agencies, government institutions, private sector, civil society etc.
  • Support in the due diligence process of screening and processing agreements, memoranda of understanding, etc. with external partners.
  • Organization of regular and ad-hoc meetings with partners; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
  • Manage efficiently schedules of engagements of Senior Management and partners through the use of the automated office management system.

2. Ensure effective communication and outreach towards UNDP partners, focusing on achievement of the following results:

  • Support development of new tools to maintain updated contact details of partners, responding to queries where appropriate and logging activities and events.
  • Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government, Development Partners and other external partners.
  • Maintenance of the filing system ensuring safekeeping of confidential materials related to partnerships and strategic areas of engagement.
  • Coordinate information flow within the office and externally on new partnerships and dissemination of corporate and interoffice communication to staff as required.
  • Follow up on deadlines, commitments made, actions taken, and coordination of information collected.
  • Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, perform translation when required.
  • Support to organization of advocacy and partnership events if required.

3. Ensure facilitation of constituency-building and knowledge management focusing on achievement of the following results:

  • As requested, maintain links with the partner organization in close collaboration with the Programme Section.
  • Maintenance of status reports, best practices, lessons learned on partners engagement.
  • Sound contributions to and participation in the COPs.
  • Organization of trainings for UNDP staff on coordination, administration and protocol issues.

 

 

 

Competencies

Core

Innovation

Ability to make new and useful ideas work

Level 2: Analyzes complex technical materials (including data) and makes concise, relevant recommendations

Leadership

Ability to persuade others to follow

Level 2: Proactively identifies new opportunities and challenges

People Management

Ability to improve performance and satisfaction

Level 2: Takes ownership of responsibilities

Communication

Ability to listen, adapt, persuade and transform

Level 2: Understands, explains and shares information on assigned tasks with accuracy and clarity

Delivery

Ability to get things done while exercising good judgement

Level 2: Meets goals and timelines for delivery of products or services

Technical/Functional

Building Strategic Partnerships

  • Analyzes general information and selects materials in support of partnership building initiatives

Level 2: Execute & Learn: Execute & Learn: Perform defined tasks

Promoting Organizational Learning and Knowledge Sharing

  • Researches best practices and poses new, more effective ways of doing things

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Job Knowledge/Technical Expertise

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Level 2:Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Promoting Organizational Change and Development

  • Demonstrates ability to identify problems and proposes solutions

Level 2: Technical Assistance: Performs defined tasks efficiently and deepens knowledge of area of work

Design and Implementation of Management Systems

  • Uses information/databases/other management systems

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

Client Orientation

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines

Level 2: Execute & Learn:Performs defined tasks efficiently and deepens knowledge of area of work

Promoting Accountability and Results-Based Management

  • Gathers and disseminates information on best practice in accountability and results-based management systems

Level 2: Execute & Learn: Performs defined tasks efficiently and deepens knowledge of area of work

 

 

 

 

Required Skills and Experience

Education:

  • Secondary Education with specialized secretarial training or office management

Experience:

  • 5 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
  • Proven experience in handling front office work. Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web based management systems.

Language Requirements:

  • Proficiency in English.
  • Working knowledge of the Russian and/or Tajik languages is a must.

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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