Please note the appropriate Tier indicated in the vacancy title and ensure that you are holding the applicable contract as defined below:

  • Tier 1: UNDP/ UNCDF/ UNV staff holding permanent (PA) and fixed term (FTA) appointments (defined as “internal” candidates)  
  • Tier 2: UNDP/ UNCDF/ UNV staff holding temporary appointments (TA) and personnel on regular PSA contracts and Expert and Specialist UNVs with host entity UNDP 
  • Tier 3: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Background

The United Nations Development Programme (UNDP) is one of the world’s largest multilateral development agencies partnering with national stakeholders from the government, private sector, academia, and civil society, to achieve 2030 national visions and to build a world LEAVING NO ONE BEHIND. To achieve this aim, UNDP provides and supports capacity building efforts, promotes policy dialogue and advocacy, and shares best practices and knowledge.

UNDP Country Office in Mauritius and Seychelles partners with both countries in inclusive development, environment protection, climate change adaptation and disaster risk management. Building capacity for the public sector and gender mainstreaming will remain key areas of intervention.

UNDP Front office for Mauritius and Seychelles is the platform through which the Resident Representative provides leadership and strategic guidance to the MCO, guides the elaboration of its strategic and programmatic priorities, and ensures that UNDP’s overall management and internal coordination are conducted in full compliance with its mandate, accountability and reporting requirements.

Position Purpose

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate ensures effective and efficient functioning of the RR’s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, and management of information flow and follow-up on deadlines and commitments made. The Executive Associate promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the RR’s office. 

As the first point of contact in the Front Office, the Executive Associate to the RR works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas. These may be with external partners such as Ambassadors, Parliamentarians, donor country delegates, and other senior officials, e.g. senior officials in the UN System, including global UNDP and as such diplomacy and tact are essential attributes of the function.

Executive Associate ensures the effective and efficient functioning of the Front office with full confidentiality and discretion in all aspects of the business of the office. S/he is responsible for the maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Associate is also responsible for the smooth and timely flow of a heavy volume of work dealing with a wide range of confidential matters under constant time pressure.

The Executive Associate, under the supervision of the Resident Representative, also provides comprehensive administrative support, including travel arrangements, records management, procurement, and financial transactions for the Front Office

The Executive Associate is required to maintain the highest standards of efficiency in personal communication, discretion and independent judgement and be a motivated, pro-active team player.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. This is a recognition of interconnected nature of development risks & crises that the world is facing and that call for assembling of multidisciplinary teams for an integrated & systemic response. Therefore, UNDP personnel are expected to work across issues, units, functions, teams and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1.)   Ensure effective and efficient functioning of the Front office (Resident Representative office):

  • Maintain the supervisor’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required;
  • Maintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts;
  • Compile research and prepare high quality briefing materials for appointments, meetings, missions, and for use in discussions; 
  • Manage Resident Representative missions and representation schedule;
  • Prepare correspondence, directives, and comments on behalf of RR for his/her signature and follow-up when required;
  • Follow-up with all units and offices on actions as required.

2.)  Provide effective communications support to the office to facilitate essential flow of information:

  • Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents; 
  • Coordinate information flow in the office and follow up on circulation files;
  • Facilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit;
  • Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR;
  • Screen all incoming calls and correspondence;
  • Prepare correspondence, directives, comments, Note Verbale on behalf of the Resident Representative for signature as necessary with careful attention to detail and accuracy and compliance with UNDP standards;
  • Use automated office management systems for effective functioning of the Front office;
  • Provide advice to senior officials on national protocols and UN related procedures.

3.)  Ensuring effective implementation of the Front Office’s operational tasks, including travel logistics, and financial transactional processes:

  • Responsible for coordinating and processing travel arrangements for the Front Office, ensuring compliance with organizational policies and procedures. This includes booking flights and transportation, processing travel expense reports, and liaising with relevant stakeholders, including internal units and external agencies, to facilitate seamless travel logistics;
  • Provides effective logistical support for travel, event planning, and meetings;
  • Supports day-to-day operations as needed;
  • Coordinates with internal department and external partners.

4.)  Facilitate knowledge building and management in the Country Office:

  • Provide sound contributions to knowledge networks and communities of practice;
  • Organize specialized training for secretarial and/or support staff;
  • Organize training for UN staff on coordination, administration and protocol issues;
  • Actively participate in the People for 2030 Task force to make the office space more efficient, more effective, and a better place for everyone to work for the team to respond to development challenges of the future;
  • Actively engage with Talent Development Unit/team and Talent Development Manager on knowledge building and knowledge sharing through the TDMs Community/Networks/Groups (e.g Viva Engage);
  • Encourage collaborative peer learning and knowledge sharing.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Supervisory Responsibilities: The incumbent will supervise the Driver.

Competencies

Core

  • Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work.
  • Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking.
  • Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning.
  • Adapt with Agility:  LEVEL 2: Adapt processes/approaches to new situations, involve others in change process.
  • Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously.
  • Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships.
  • Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making.

Cross-Functional & Technical competencies

Documents and records management:

  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

Events management (including retreats, trainings and meetings):

  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Communication:

  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels.

Customer Satisfaction/Client Management:

  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 
  • Provide inputs to the development of customer service strategy. 
  • Look for ways to add value beyond clients' immediate requests. 
  • Ability to anticipate client's upcoming needs and concerns.

Knowledge Generation:

  • Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. 
  • Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. 
  • Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations.

Data Literacy:

  • Understand the potential as well as the limitations of using data driven innovation. 
  • Ability to use a mix of data sources (quantitative, qualitative or real- time techniques) to develop understanding, identify patterns to inform decision making or identify opportunities for further exploration.

UN Policy Knowledge-Ethics:

  • Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity.

Required Skills and Experience

Education:

  • Secondary Education is required. or
  • A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration but is not a requirement.
  • Having specialized secretarial training is desirable.

Experience:

  • Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level; 
  • At least 2 years of experience in performing operational tasks, including travel logistics, and financial transactional processes is required;
  • Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP, SAP is required; 
  • Prior experience as an Executive Associate is an asset;
  • Experience in organizational talent development management is an asset;
  • Experience in supporting logistics management and financial management is an asset.

Language Requirements:

  • Fluency in the English language is required;
  • Fluency in Mauritian Creole is required;
  • Working knowledge of French is desirable.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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