Background

Since the outbreak of the conflict in Sudan in April 2023, the Country Office (CO) has evacuated and relocated staff and gradually adapted its programming, footprint, and operations to respond to the crisis. Despite concerted efforts, including implementing a Crisis Response Programme, UNDP's operations have been severely hampered by security threats and logistical constraints.

In view of the operational and financial realities as well as the changing partner landscape and growing expectations vis-à-vis UNDP, it became necessary to strategically review and recalibrate UNDP’s structures and capacities in Sudan, ensuring continued agility and fitness for purpose. The office therefore carried out a strategic recalibration and realignment exercise in February and March 2024.  This exercise identified a number of possible scenarios for the coming years. Based on these scenarios, it proposes a business model adapted to the current context and foreseeable future developments aimed to ensure the continued effectiveness, relevance, and financial sustainability of the CO amidst significant shifts in Sudan’s operational and development landscape since April 2023.

Across the different possible scenarios that were identified, there are several commonalities which will need to be addressed.  Most prominent among these are growing community vulnerabilities and dependency on humanitarian aid, the absence of essential services, high levels of displacement, continued conflict between various actors, the lack of the rule of law, and the spreading of violence and criminality.  These commonalities will inform the programmatic core of UNDP’s work in Sudan over the next two or more years. Three pillars of intervention are paramount at this point and will need to be implemented in parallel as part of a single strategy with clear interconnections and synergies: (i) resilience and recovery, (ii) peacebuilding, and (iii) public health systems and capacities, and energy and environment. 

Duties and Responsibilities

Under the guidance and direct supervision of the UNDP Resident Representative (RR), the Executive Associate ensures effective and efficient functioning of the RR and Deputy Resident Representative (DRR) Programme`s 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 incumbent works in close collaboration with UNDP staff, UN Agencies, partners and national authorities to ensure efficient flow of information, actions on instructions, and maintenance of the RR / DRRP’s calendar and agendas.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Ensure effective and efficient functioning of the RR and DRRP office

• Maintenance of the supervisors` 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 supervisors for appointments, meetings, missions.
• Preparation of informal translations.
• Management of RR/DDRP missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of RR for his/her signature and
• making follow-up when required.
• Use of automated office management systems for effective functioning of the RR/DRR office.

Ensure provision of effective communications support to the office

• 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. 
• Facilitation of information sharing between UNCT and the UN Coordination Unit. 
• Follow up deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR. 
• 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.

Ensure facilitation of knowledge building and management

• Sound contributions to knowledge networks and communities of practice. 
• Organization of training to UN staff on coordination, administration and protocol issues.

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

Competencies

Core Competencies:

Achieve Results: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident.

Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion: Appreciate/respect differences, aware of unconscious bias, confront discrimination.

Cross-Functional & Technical competencies 

Business Management - 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.

Business Management - 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.

Administration & Operations - Events management (including retreats, trainings and meetings):

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

Communications - Writing & Editing:

Ability to create and/or edit written content in different UN languages.

Required Skills and Experience

Education:

• Secondary Education with specialized secretarial training 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.

Experience:

• Minimum of 7 years (with secondary education) or 4 years (with bachelor’s degree) of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
• Experience in similar position would be desired
• Demonstrated experience in events planning is desired.
• Proven experience to perform a variety of specialized activities related to administration, secretary/or programme/project activities is desired.
• Previous experience with UN agencies or other international organizations will be considered an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), and experience in handling web-based management systems is required.
• Fluency in both written and spoken English and Arabic is required.

Keywords:

• Efficient office functioning
• Effective communication
• Knowledge sharing

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. 

Probation

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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

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