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Executive Associate to the Resident Representative

Beirut (Lebanon)

  • Organization: UNDP - United Nations Development Programme
  • Location: Beirut (Lebanon)
  • Grade: GS-7, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Managerial positions
  • Closing Date: 2021-09-27

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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 Executive Associate to the Resident Representative (RR) plays a critical role in supporting the RR in leading the work of UNDP in Lebanon through the provision of effective coordination, liaison, information management, scheduling, event organization and administrative services.   

Under the guidance and direct supervision of the RR, the Executive Associate ensures effective and efficient functioning of the UNDP Lebanon front office, provision of day-to-day management support to the RR, and projects the values of the United Nations in all his/her interactions with internal and external stakeholders, including UNDP staff, UN sister agencies, national authorities and all development partners of UNDP.  The Executive Associate’s work  centers on liaison and coordination support to RR, working closely with the UNDP Lebanon team as a whole as well as external partners to plan, prepare, track and follow up on the commitments of the RR.  S/he coordinates front office support and guidance to CO teams, facilitates mission/meeting preparation for the RR, manages the RR’s diary and correspondence, and performs key information, internal communications and decision support functions to the RR.

The Executive Associate to the RR protects the strict confidentiality of all sensitive information, ensures that business procedures and protocols are upheld while also facilitating the continuous flow of clear and authoritative information and communication between the RR and all Country Office teams in the interest of team cohesion and effectiveness in the delivery of results.  The Executive Associate reports directly to the RR and works as part of a front office team, consisting also of the Deputy Resident Representative.

Duties and Responsibilities

Management and representation support to the RR, focusing on the following result areas

  • Coordinates with government, UN and partner offices to support identification, prioritization of representation opportunities and to prepare for the external engagements of the RR;
  • Manages the RR’s daily calendar and organization of meetings, liaising with internal and external stakeholders;
  • Manages the travel and mission calendar of the RR, in close coordination with programme team;
  • Maintains the RR’s contact lists for email and physical mailings, ensuring accuracy and comprehensiveness;
  • Facilitates staffing and coordinates briefings for the RR’s meetings, in coordination with CO experts;
  • Staffs the RR’s meetings, takes notes-to-file and provides informal interpretation support as required;
  • Monitors the RR’s correspondence, ensuring prompt attention, tracking fulfillment of incoming requests on a bi-weekly basis and commissioning inputs for replies as needed;
  • Drafts correspondence for the RR, in coordination with relevant CO colleagues.

Promoting effectiveness and efficiency of the UNDP Lebanon’s front office and internal communications

  • Maintains SOPs for key business processes involving the front office (e.g. clearance of contracts for the RR’s signature, correspondence management, event organization, mission planning)
  • Maintains online filing system for the RR’s formal documentation including signed contracts and memos, formal correspondence and records of major engagements/missions (agendas, notes-to-files, briefing);
  • Reviews, routes and follow up on incoming and outgoing correspondence through the CO Registry System;
  • Facilitates organization of staff meetings and special events, as required.
  • Makes effective use of corporate software (MS Office) and UNDP’s enterprise resource planning system to carry out all functions.

Provision of coordination and decision support to the Resident Representative

  • Ensures tracking and coordination of delivery and follow-up on the RR’s commitments and deliverables vis-à-vis internal and external stakeholders, in close coordination with CO teams;
  • Prepares informal translations of documents, if/as required;
  • Facilitates cross-team collaboration to prepare timely, strategic, high quality analytical notes to support the RR’s decision making;
  • Conducts research, synthesizes information and prepares summaries for the RR as required;
  • Maintains strong working relationships and interfaces with other teams within the Country Office and key partners to support requests by the RR.

Competencies

Core
    
Innovation

  • Ability to make new and useful ideas work   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Leadership

  • Ability to persuade others to follow   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

People Management

  • Ability to improve performance and satisfaction
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Communication

  • Ability to listen, adapt, persuade and transform   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Delivery

  • Ability to get things done   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)


Technical/Functional Primary   

Client Orientation

  • Maintains effective client relationships   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Relationship Management

  • Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Team building

  • Ability to work effectively with diverse groups of professionals towards common goals
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Planning and Organization

  • Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Knowledge Curation

  • Ability to turn raw information into useful knowledge, relevant for context, or responsive to stated need   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Quality Assurance

  • Ability to perform administrative and procedural activities to ensure that quality requirements and goals are fulfilled   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)


Technical/Functional Secondary   

Knowledge Management

  • Ability to efficiently handle and share information and knowledge   
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Brief and speech-writing

  • Ability to prepare quality briefs and/or speeches
  • Level 3: Apply & Adapt (Recognized contributor with demonstrated ability)

Required Skills and Experience

Education

  • University Degree or equivalent is required. A Master’s Degree or specialized executive assistant experience or training is an asset.   

Experience

  • University Degree with 4 years of relevant administrative, executive assistant, programme, multimedia writing/editing or office management experience at the national or international level.  Strong writing, interpersonal and analytical skills are required. Experience in the usage of computers and office software packages (MS Word, Excel, etc) is mandate; experience in handling of web based management systems.

Language Requirements

  • Fluency in English and national language of the duty station.

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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Before applying, please make sure that you have read the requirements for the position and that you qualify.
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