BACKGROUND

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

DUTIES & RESPONSIBILITIES

Ensures effective and efficient functioning of the RR/DRR office focusing on achievement of the following results:

  • Maintenance of the supervisor’s calendars, 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, and other events.
  • Preparation of informal translations.
  • Management of RR/DRR missions and representation schedule.
  • Maintenance of rosters of high-level partners, telephone lists.
  • Preparation of correspondence, directives, comments on behalf of RR/DRR for his/her signature and making follow-up when required.
  • Use of automated office management systems for effective functioning of the RR/DRR 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.
  • Facilitation of information sharing between UN Resident Coordinator Office (RCO), Executive Office of the RR and DRR, and other UN Agencies.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/DRR.
  • 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 offices and subordinate divisions

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 UN staff on coordination, administration, and protocol issues

COMPETENCIES

Core Competencies

Innovation

  • Ability to make new and useful ideas work

Leadership

  • Ability to persuade others to follow

People Management

  • Ability to improve performance and satisfaction

Communication

  • Ability to listen, adapt, persuade, and transform

Delivery

  • Ability to get things done

Technical / Functional Competencies

Office administration

  • Ability to manage day-to-day office activities (including but not limited to travel management, documentation management, policy, and procedures maintenance) to meet operational needs

Partnerships

  • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships

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

Change Management

  • Ability to apply a systematic approach to adapt, control and effect change

Risk Management

  • Ability to identify and prioritize risks, and organize action around mitigating them

Knowledge Management and Communications

  • Ability to efficiently handle and share information and knowledge

RECRUITMENT QUALIFICATIONS

Education

  • Secondary Education with with specialized secretarial training.
  • A Bachelor’s degree in Business, Public Administration, Management, or related Social Sciences degree with relevant experience will be given due consideration

Experience

  • 3 - 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 and communication systems.
  • Experience in research, compiling and producing reports and meeting minutes
  • Experience in translating from English to Portuguese and vice versa
  • Experience in electronic archiving
  • Experience in organizing high level events (meetings, workshops, etc.) including virtual events
  • Experience in logistic arrangements for field activities is an asset
  • Prior experience working for the UN is an asset

Language Requirements

  • Fluency, written and oral, in English and Portuguese.
  • Knowledge of another UN language is an asset

IMPORTANT NOTE:

Candidates selected pursuant to this vacancy may be subject to UNDP’s policy on Probation upon assignment.

At Impactpool 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.