Executive Associate

UNDP Cuba, in accordance with the strategic priorities agreed in the Country Program Document (CPD) for the period 2020-2024, has significantly expanded its cooperation with the country, both in number of projects and volume of financial resources from the program, as well as new and increasingly complex issues. This has implied an increase in alliances with cooperation partners, within the United Nations System and with national and local institutions, and with civil society networks and communities.

The formulation of a new Country Program Document (CPD) for cooperation 2025-2029 / Sustainable Development Cooperation Framework (UNSDCF) will offer a favorable framework to effectively address the new development challenges, offering innovative solutions that contribute to the achievement of the SDGs and the goals of the National Economic and Social Development Plan for 2030.

1- Ensures effective and efficient functioning of the RR office, focusing on the achievement of the following results:

• Management of the time and agenda of the RR, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes, when requested. 
•     Maintenance of the UN and UNDP protocol procedures in events and meetings, and providing guidance on these procedures, when required.
• Coordination with the relevant team and / or preparation of the information materials prior to appointments, meetings, missions, and other key events, ensuring high quality documentation.
• Follow up on strategic calendars and agendas of the office.
• General coordination of field project missions and missions outside the country, in close partnership with programme and operations units, which includes air ticket, hotel reservation, advance coordination of support documentation, detailed agenda, list of participants, briefings, and any other relevant material.
• Maintenance of rosters of UNDP partners in collaboration with ICT. 
• Preparation of correspondence, directives, and commitments on behalf of the RR for his/her signature and making follow-up, when required. 
• Use of automated office management systems of effective functioning of the RR office.
• Provision of administrative support for events and workshops, when required.
• Organizing and attending meetings, drafting minutes and follow up documents, when required.

2- Ensures provision of effective communications support to the office focusing on the achievement of the following results:

• Maintenance of the filing system, ensuring safekeeping of confidential materials. Use of automated filing system.  
• Coordinating and facilitating of the information flow in the office, as well as the communication between the RR and DRR offices and programme and operations units. 
• Screening of all incoming calls
• Screening of paper and electronic correspondence coming from the UNDP registry and directly to the Executive Associate’s email, revising correspondence before forwarding to the RR, DRR, Programme Coordinator or Operations Manager for indications and follow up. 
• Revision, prioritizing and forwarding of the correspondence to/from the RR Office.
• Revision and correction of writing and style of all official letters to the RR signature.
• Organizing and keeping up to date paper and digital files to facilitate their accessibility. 

• Sound contributions to knowledge networks and communities of practice.
• Organization of specialized trainings to UNDP secretarial service. 
• Learn and share knowledge and experiences related to administrative and operations support.