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Executive Associate to Resident Representative (RR)

Bogotá (Colombia)

  • Organization: UNDP - United Nations Development Programme
  • Location: Bogotá (Colombia)
  • 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: 2021-09-20

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Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.
 
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
 
The current UNDP Strategic Plan 2018-2021, establishes as a vision for the organization to help countries achieve sustainable development by eradicating poverty in all its forms and dimensions, accelerating structural transformations for the sustainable development and creating resilience in the face of crisis and shocks. The foregoing, in response to the changing panorama of development and the evolution of the needs of the UNDP Partners.
 
By 2021, it´s s expected for UNDP to 1) Strengthening its relevance as a trustworthy partner in a complex and changing development landscape, firmly committed to its mandate to eradicate poverty; 2) Be more agile, innovative and enterprising: an intellectual reference that assumes and manage the risks; 3) Be more effective and efficient in the use of resources to obtain results. In the same way, the following progress aims to be consolidated: 1) The eradication of poverty in all its forms and dimensions, and the maintenance of people outside poverty; 2) The acceleration of structural transformations for sustainable development, in particular through innovative solutions that have multiplier effects in all the Sustainable Development Goals; 3) The creation of resilience in the face of crises and disturbances, in order to safeguard the achievements made in terms of development. UNDP intends to strengthen the commitment to work in collaboration with governments, civil society and the private sector, in order to respond to the needs of the country.

Additionally, the 2021-2024 UNDP Country Program Document (CPD) seeks to support the efforts of the Colombian government for the transition towards peace, and the consolidation of its position as an upper-middle-income country through the following work priorities: 1) Stabilization of the policy: "Peace with Legality" 2) Migration as a factor of development and 3) Technical assistance as an accelerator for the achievement of the Sustainable Development Goals (SDG).
 
Within this framework, UNDP Colombia Office covering 28 departments in 319 municipalities, works in alliance with the Government - at the national and local levels - the private sector and social organizations in prioritizing actions that allow transforming living conditions of the most vulnerable populations. Currently, it faces challenges of national relevance, related to its contribution to the National Government, other agencies of the United Nations system and other counterparts, in matters that have to do with a scenario of implementation of the peace process in Colombia, attention to the pandemic COVID19 and other important initiatives for the country.
 
At the programmatic level, the office in Colombia is organized into two Clusters and five Portfolios that work in an articulated manner on different development initiatives: The Inclusive Sustainable Development Cluster groups together the Sustainable Development and Poverty and Inequity Reduction portfolios and the Cluster of Peacebuilding and Inclusive Governance that brings together the Democratic Governance, Peacebuilding and Crisis Response and Rule of Law Portfolios
 
Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate to RR ensures effective and efficient functioning of the RR 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 the secretarial and clerical staff of the office. The Executive Associate to RR works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
 

Duties and Responsibilities

Ensures effective and efficient functioning of the RR 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.
  • Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
  • Preparation of informal translations.
  • Management of RR 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 office.
 
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 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.
 
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 UNDP staff on coordination, administration and protocol issues

 

Competencies

Core Competencies:
Innovation
Ability to make new and useful ideas work
Level 3: Adapts deliverables to meet client needs
  • Interprets policies and guidance within context and applies with judgment
  • Anticipates obstacles and applies practical solutions
  • Continually seeks improvement and agility in service delivery 
  • Collaborates to improve methods and delivery
Leadership
Ability to persuade others to follow
Level 3: Proactively seeks and recognizes contributions of others
  • Actively engages teams and encourages dialogue within and across teams
  • Determines appropriate resources, methods, partners, information and solutions
People Management
Ability to improve performance and satisfaction
Level 3: Appropriately involves team in different stages of work and decision-making
  • Seeks and values other’s initiatives and expertise
  • Supervises teams with consistent direction and drives team engagement
Communication
Ability to listen, adapt, persuade and transform
Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
  • Proactively expresses insights and/or questions in order to contribute to clarity, accuracy, and focus in one’s work
  • Speaks on behalf of team with professionalism and integrity consistent with UN values
Delivery
Ability to get things done while exercising good judgement
Level 3: Takes responsibility for addressing critical situations and delivering core value
  • Demonstrates commitment to clients and quality
  • Works to agreed goals dealing with challenges constructively
  • Responsible for project implementation and/or team deliverables
  • Ability to exercise sound judgement in delivering services and supervising teams
Technical/Functional Competencies:
Building Strategic Partnerships
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • 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
Promoting Organizational Change and Development
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Documents ‘best practices’ in organizational change and development within and outside the UN system
  • Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components
Client Orientation
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports
  • Maintains databases

Required Skills and Experience

Education:
  • Secondary Education preferably with specialized secretarial training. 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. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
  • Work experience in UNDP and demonstrated knowledge of UNDP policies and procedures will be desirable.
Language requirements:
  • Fluency in Spanish and English.

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.
 
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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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