Executive Associate to the UNDP Resident Representative

Port Moresby

Organization: UNDP - United Nations Development Programme
Location: Port Moresby
Grade: Level not specified - Level not specified
Occupational Groups:
- Development Cooperation and Sustainable Development Goals
- Administrative support
- Managerial positions
Closing Date: 2023-05-26

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

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.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.

Development challenges in Papua New Guinea are as diverse and complex as the country itself. To respond to these challenges, UNDP in PNG concentrates its efforts on building the country’s capacity to promote inclusive, pro-poor growth, effective governance, and sustainable and resilient development. We help our partners in identifying relevant solutions to today’s complex, trans-boundary development challenges.

The Executive Associate will be based within the Resident Representatives (RR) office to ensures effective and efficient functioning of the RR office. She/he will also be in working collaboration with partners, UNDP Country Office and other Project teams in relation to supporting delivery.

Duties and Responsibilities

IV. Key Duties and Accountabilities

The Executive Associate (EA) will provide the essential interface between the RR’s office, UN Resident Coordinator, the UN system, members of SMT, relevant Government offices and partners and will have the following duties and responsibilities:

Effective and efficient functioning of the RR office

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.

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 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.

Facilitation of knowledge building and management

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

Expected Demonstration of 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

UNDP People Management Competencies can be found in the dedicated site.

Cross-Functional & Technical competencies (insert up to 7 competencies)

Thematic Area	Name	Definition
Administration & Operations	Documents and records management	Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Communications	Public Relations	Ability to maintain an overall positive public image for the organization through interactions with staff and external partners.
Administration & Operations	Events management	Ability to plan, manage and execute public and private events on behalf of the RRs office
Administration & Operations	Travel policy and procedures	Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matter
Communications	Writing and editing	Ability to create and or edit written content in English
Administration & Operations	Entitlement travel	Knowledge of policy and procedures related to entitlement travel, including the identification of entitlement for lump sum for UNDP

Required Skills and Experience

Education:

Secondary Education 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.

Language requirements:

Fluency in written and spoken English Language is required.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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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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