Executive Associate

UNDP Timor-Leste is implementing its Country Programme Document (CPD) for Timor-Leste (2021-2025) which is linked to the United Nations Sustainable Development Cooperation Framework (UNSDCF) and aligned with national priorities. It is focused on four main outcome areas: 

a) sustainable economic opportunities and decent work for all; 

b) resilience to climate chance and the sustainable management of ecosystems; and 

c) accessible accountable and gender-responsive governance systems, institutions, and services at national and municipal levels. 

UNDP supports the Government of Timor-Leste through policy and advocacy, capacity building, knowledge management and service delivery interventions at national and subnational levels. UNDP requires a competent and committed professional to support the monitoring and evaluation of the CPD implementation. The Monitoring and Evaluation (M&E) is located in Timor-Leste Office and works under the direct supervision of the Deputy Resident Representative and in close collaboration with heads of Programmatic Units and project managers. 

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas: sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP’s mandate is to end poverty, build democratic governance, rule of law, and inclusive institutions. We advocate for change, and connect countries to knowledge, experience, and resources to help people build a better life. UNDP is seeking candidates that transform, inspire, and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to delivering excellence in programme results.

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate ensures effective and efficient functioning of the RR’s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, and management of information flow and follow-up on deadlines and commitments made. The Executive Associate promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the RR’s office. 

The Executive Associate to the RR works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas.

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.
 

1.)   Ensure effective and efficient functioning of the Resident Representative (RR) office.

• Maintain the supervisor’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required. 
• Maintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts.
• Compile research and prepare high quality briefing materials for supervisor for appointments, meetings, missions, and for use in discussions. 
• Manage Resident Representative missions and representation schedule.
• Prepare correspondence, directives, and comments on behalf of RR for his/her signature and follow-up when required.
• Use of automated office management systems for effective functioning of the Resident Representative office

2.)  Provide effective communications support to the office to facilitate essential flow of information.

• Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents. 
• Coordinate information flow in the office and follow up on circulation files.
• Facilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit.
• Liaise with focal points from Government, UN agencies, Stakeholder and other counterparts as required.
• Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR.
• Screen all incoming calls and correspondence.
• Provide advice to senior officials on national protocols and UN related procedures.

3.)  Facilitate knowledge building and management in the Country Office.

• Provide sound contributions to knowledge networks and communities of practice.
• Organize specialized training for secretarial and/or support staff.
• Organize training for UN staff on coordination, administration and protocol issues.