Executive Associate

Job Posting Organization:
The UNDP Regional Hub for Latin America and the Caribbean is a pivotal organization established to provide regional policy and advisory support to 25 country offices across 42 countries and territories in the Latin America and Caribbean region. The Hub is dedicated to creating customized solutions to development challenges, thereby strengthening national and local capacities to achieve sustainable development. The organization operates with a team of experts and professionals who offer a wealth of knowledge and resources, ensuring that the needs and priorities of the region are met effectively. The Hub is committed to enhancing its internal capacities through a strategic recruitment approach, aiming to deliver timely, cost-effective, integrated, and dynamic solutions in a rapidly changing context, thus ensuring business continuity and sustainable development.

Job Overview:
The Executive Associate plays a crucial role in ensuring the effective and efficient functioning of the Hub Manager's office. This position requires a high level of confidentiality and the ability to manage information flow and follow up on deadlines and commitments. The Executive Associate is expected to promote a collaborative, client-focused, high-quality, and results-oriented approach in the operations of the Hub Manager's office. This role involves close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders to ensure the efficient flow of information and follow through on actions, instructions, commitments, and agendas. The Executive Associate will also be involved in managing the Hub Manager's schedule, preparing high-quality briefing materials, and facilitating communication within the office and with external partners.

Duties and Responsibilities:

• Ensure effective and efficient functioning of the Hub Manager's office by maintaining the supervisor's calendar, arranging appointments and meetings, taking minutes, and preparing correspondence.
• Provide effective communications support by maintaining filing systems, coordinating information flow, and following up on deadlines and commitments.
• Facilitate knowledge building and management within the Regional Hub by contributing to knowledge networks, organizing training for staff, and ensuring the efficient functioning of the office.
• Screen incoming calls and correspondence, provide advice on national protocols and UN-related procedures, and manage the Hub Manager's missions and representation schedule.
• Compile research and prepare high-quality briefing materials for the Hub Manager's appointments and meetings.
• Organize events and manage logistics related to meetings, trainings, and other activities.

Required Qualifications:
Candidates must possess a minimum of 6 years of relevant progressively responsible secretarial, administrative, and/or programme experience at the national and international level, or 3 years of experience with a bachelor's degree. Proficiency in using computers and office software packages, as well as experience in preparing notes, memos, and reports, is essential. Familiarity with UNDP or UN System operations is advantageous, along with experience in protocol procedures and customer service. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to work collaboratively in a team environment.

Educational Background:
A secondary education is required, along with specialized secretarial training. While a university degree in Social Sciences, Management, Business Administration, Public Administration, Finance, or a related field is preferred, it is not mandatory. Candidates with relevant experience and skills will also be considered favorably.

Experience:
The position requires a minimum of 6 years of relevant experience for candidates with a high school diploma, or 3 years for those with a bachelor's degree. Experience should include progressively responsible secretarial, administrative, and/or programme roles at both national and international levels. Candidates should have a proven track record in managing office functions, supporting high-ranking officials, and facilitating effective communication within an organization.

Languages:
Fluency in both English and Spanish is required for this position. Candidates should be able to communicate effectively in both languages, both verbally and in writing, to ensure smooth operations within the Hub Manager's office and with external partners.

Additional Notes:
This position is a full-time role within the UNDP Regional Hub for Latin America and the Caribbean. The organization values diversity and encourages qualified applicants from all backgrounds to apply. UNDP is committed to creating an inclusive workplace and does not tolerate harassment or discrimination of any kind. Selected candidates will undergo relevant checks and are expected to adhere to the organization's standards and principles. The position may involve a probationary period for new fixed-term appointments, and UNDP reserves the right to select multiple candidates from this vacancy announcement.