Executive Associate to RR&DRR

Job Description

BACKGROUND

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 offices, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate to RR & DRR works in close collaboration with UNDP staff, UN Agencies, international partners and national authorities to ensure efficient flow of information, actions on instructions, agendas.

DUTIES & RESPONSIBILITIES

Ensures effective and efficient functioning of the RR & DRR offices focusing on achievement of the following results:

Maintenance of the supervisors’ calendars, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes as well as ensuring follow-up related activities on decisions.
Preparation of high-quality briefing materials for supervisors’ for appointments, meetings, missions.
Maintenance of protocol procedures.
Preparation of informal translations.
Management of RR & DRR missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of draft correspondence, directives, comments on behalf of RR & DRR for their endorsement and ensuring follow-up when required.
Use of automated office management systems for effective functioning of the RR & DRR offices.
Programme and administrative support in various exercises, including organization of high-level missions and visits, ensuring preparation of briefing notes, arrangement of programme and appointments with the partners (e.g. missions from UN/UNDP Headquarters, Regional Bureau and Centers).
Ensuring quality and compliance with protocol procedures of documentation submitted for RR & DRR signature.

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.
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, coordinating relevant follow-up by the respective units.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisors’ offices and subordinate division.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice.
Close liaison with UN/UNDP units with the purpose to ensure the provision of up to date background information and progress on UN/UNDP activities for RR and DRR in order to assist with relevant meetings and engagements;
Organization of specialized trainings for secretaries.
Organization of trainings to UN staff on coordination, administration and protocol issues.
Collecting data for compilation of different material related to RR and DRR offices activities.

IMPACT OF RESULT

The key results have an impact on the efficiency of the RR & DRR offices. Accurate analysis and presentation of information strengthens the capacity of the RR & DRR offices and promotes the image of UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

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 while exercising good judgment

Technical / Functional Competencies:

Building Partnerships

Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning And Knowledge Sharing

Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Understands the main processes and methods of work regarding to the position
Possesses 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

Promoting Organizational Change and Development

Documents ‘best practices in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Uses information/databases/other management systems
Provides inputs to the development of simple system components

Client Orientation

Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Response to client needs promptly

Promoting Accountability and Results-Based Management

Gathers and disseminates information on best practices in accountability and results-based management systems
Prepares timely inputs to reports
Maintains databases

QUALIFICATIONS:

Education

Secondary education, Bachelor’s Degree or equivalent in Business Administration, Public Administration, Communication, Linguistic or related field is desired.

Experience

6 years with Secondary education or 3 years with a bachelor’s degree 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

Proficiency in English and good knowledge of Uzbek and/or Russian are required.