Executive Associate

Under the guidance and direct supervision of the RR/DRR, the Executive Associate to RR/DRR ensures effective and efficient functioning of the RR/DRR, 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 works in close collaboration with the Operations, Programme and projects staff in the CO and other UN agencies staff to exchange information and ensure consistent service delivery. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration

IV. Key Duties and Accountabilities

1.)  Ensures effective and efficient functioning of the RR/DRR 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/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.

2.)  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 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/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 office and subordinate division.

3.)  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.

•    Organize training for the operations/projects staff on administration. 

•    Provide sound contributions to knowledge networks and communities of practice.

4.)  Ensure appropriate and required administrative and logistical support is provided to the Country Office. 

•    Coordinate the provision of reliable and quality office supplies. 

•    Coordinate and supervise shipments and customs clearance, travel, events management, administrative surveys, transportation services and insurance, space management, and procurement of supplies. 

•    Provide support for protocol matters, registration of staff, space, coordination with local authorities, and other administrative matters. 

•    Ensure maintenance of common services to ensure integrated of common services activities and implementation of the UN reform.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Supervisory/Managerial Responsibilities: May supervise support staff engaged in the fields of registry, general services, telephone operator/receptionist.

V. Requirements:

Education

•    Secondary education is required   

•    University Degree in Business Administration, Public Administration, or equivalent field will be given due consideration, but it is not a requirement

•    Certifications in Administration are desirable

Experience, Knowledge, and Skills

•    Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience in administration, secretarial or programme support services is required. 

•    Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP is required

•    A first experience with administrative tasks similar to UNDP, an NGO or donors is desired. 

•    Proven track record of a good command of the standards for writing administrative correspondence within UNDP is desired. 

•    Demonstrated experience in logistics and shipping management is required.

•    Experience in the protocol and institutional communication is desired.

Language Requirements

•    Fluency in French is required.

•    Knowledge of English is desirable.

Expected Demonstration of Competencies

Core : Full list of UNDP Core Competencies can be found here  

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

People Management

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

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

Thematic Area    Name    Definition

Business Management    Customer Satisfaction/Client Management    •    Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. 

•    Provide inputs to the development of customer service strategy. 

•    Look for ways to add value beyond clients' immediate requests. 

•    Ability to anticipate client's upcoming needs and concerns.

Business Management     Communication    •    Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

•    Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business Management    Operations Management    •    Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner. 

•    Knowledge of relevant concepts and mechanisms

Administration and Operations    Assets management    •    Knowledge of policy & procedures on PP&E; ability to prepare financial statements on PP&E; maintain Asset Management Module in ERP, Asset Dashboard; develop supporting tools for assets certification and further enhancements for AM module; design and run training programs, etc. on assets management and assets recording; run AP-AM interface; perform AP-AM-GL reconciliation; perform analytical review of AM reports and asset information to ensure completeness and accuracy of asset information

Administration and Operations    Management of shipments 

•    Knowledge of regulatory frameworks and processes related to management of shipments, including contracting of shipments for staff members who travel on initial appointment, reassignment and repatriation

Administration & Operations     Building, facilities & office space management 

•    Knowledge and ability to facilitate the renovation and upgrade of offices including review of complex engineering/architectural drawings; negotiate technical agreements to ensure fully operational building infrastructure and services; design policy & procedure (POPP) for premises and facilities including space standards; manage premises and facilities; validate

Administration & Operations     Events management (including retreats, trainings and meetings)    •    Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Égalité des chances

En tant qu'employeur souscrivant au principe de l'égalité des chances, le PNUD valorise la diversité en tant qu'expression de la multiplicité des nations et des cultures où nous opérons et, à ce titre, nous encourageons les candidats qualifiés de tous horizons à postuler à des postes au sein de l'organisation. Nos décisions d'embauche sont fondées sur le mérite et l'aptitude au poste, sans discrimination.

Le PNUD s'engage également à créer un lieu de travail inclusif où tout le personnel est habilité à contribuer à notre mission, est valorisé, peut s'épanouir et bénéficie d'opportunités de carrière ouvertes à tous.

Harcèlement sexuel, exploitation et abus d'autorité

Le PNUD ne tolère pas le harcèlement, le harcèlement sexuel, l'exploitation, la discrimination et l'abus d'autorité. Tous les candidats sélectionnés sont donc soumis à des contrôles pertinents et doivent respecter les normes et principes respectifs.

Droit de sélectionner plusieurs candidats

Le PNUD se réserve le droit de sélectionner un ou plusieurs candidats à partir de cette annonce de vacance de poste.  Nous pouvons également retenir les candidatures et prendre en considération les candidats qui postulent à ce poste pour d'autres postes similaires au PNUD, au même niveau et avec une description de poste, une expérience et des exigences éducationnelles similaires.

Alerte aux escroqueries

Le PNUD ne facture aucune redevance à aucun stade de son processus de recrutement. Pour plus d'informations, veuillez consulter www.undp.org/scam-alert.

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