United Nations Development Programme (UNDP)

Administrative Associate to The Deputy Director

United Nations Development Programme (UNDP)

Job Description

UNDP is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy. In this context, UNDP invests in the Global Policy Network (GPN), a network of field-based and global technical expertise across a wide range of knowledge domains and in support of the signature solutions and organizational capabilities envisioned in the Strategic Plan. Within the GPN, the Crisis Bureau (CB) guides UNDP’s corporate crisis-related strategies and vision for crisis prevention, response and recovery. The Bureau has the responsibility for support to prevention, crisis response, resilience and recovery work under the auspices of UNDP’s Strategic Plan. On the other hand, the Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. As part of the Global Policy Network (GPN), the Crisis Bureau works in an integrated manner with UNDP’s Bureau for Policy and Programme Support (BPPS) ensuring that issues are fully integrated into UNDP’s development programmes. In this context, the Joint Directorate for the GPN provides support to the leadership of the Bureau for Policy and Programme Support (BPPS) and the Crisis Bureau (CB) and serves as the principal management adviser to the Directors and Deputy Bureau Directors of both Bureaux. Turning UNDP’s vision of the GPN into action, the Joint Directorate coordinates joint management actions with the deputy directors and managers of the GPN. With a deep understanding of UNDP’s strategic and operational vision of the GPN, the Joint Directorate creates a dynamic team interaction that empowers teams and units within BPPS and CB to act as critical partners to meaningfully join and collaborate under a nexus approach. Under the direct supervision of the Deputy Director, CB the Executive Assistant in an integral part of the GPN Joint Directorate and ensures that the Deputy Director receives the immediate administrative and operational support needed to execute his/her managerial functions. The incumbent works closely with both the Special Assistant and the Executive Associate of the Assistant Administrator and Director of CB and the Special Assistant of CB Deputy Director, to strengthen coordination and complementarities in CB Front Office. As one of the first points of contact with the Bureau for senior UN/UNDP staff, UN agencies, senior government officials and high level representatives of UNDP’s constituencies, the Executive Associate is required to perform the role with a calm demeanor under stressful circumstances, demonstrating efficiency and effectiveness in personal communication, knowledge of protocol, discretion and independent judgment, motivation and proactive attitude. Duties and Responsibilities Summary of Key Functions:
  1. Effective and efficient functioning and administration of the office of the Deputy Director of CB;

  2. Effective communications support to the office of the Deputy Director of CB;

  3. Support to effective Relationship management by CB Front Office;

  4. Knowledge building and management.

1. Ensures Effective and efficient functioning and administration of the office of the Deputy Director of CB effective, focusing on achievement of the following results:
  • Coordination and maintenance of calendar of meetings and activities of the Deputy Director, including organizing meetings, confirming the Deputy Director’s participation in senior and high-level meetings, drafting replies to invitations and meetings and implementation of protocol procedures;

  • Management of the Deputy Director’s missions and representation schedule, including travel arrangements, communications with meeting organizers/country offices on logistics; itinerary, travel requests in Atlas, follow-up authorization, clearances, visas, tickets necessary for travel;

  • Assembling of high-quality briefing materials prepared by the relevant teams for appointments, meetings, missions;

  • Ensuring compliance with respect to administrative, procedures, rules, regulations and systems, and, jointly, with the Executive Associate to the Director, introduction of relevant proposals for the improved functioning of CB Front Office;

  • Use of automated office management systems for effective functioning of the Deputy Director’s office; maintenance of telephone lists and rosters of high-level partners;

  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Deputy Director;

  • Finance/accounts management support (i.e. processing payment requests in ATLAS, requisitions and claims) to the Deputy Director and Front Office;

  • Manage workforce database system for GPN/CB.

  • Acts as Alternate Leave Monitor for staff in the Directorate;

  • Secretary to meetings as requested by the Deputy Director; and

  • Coverage and backstopping for the Executive Associate to the Director during peak times and absences.

2. Ensures effective communications support to the office of the Deputy Director of CB, focusing on achievement of the following results:
  • Effective monitoring and screening of all communications and correspondence arriving in and/or leaving the Deputy Director’s office. Review of incoming correspondence for the Deputy Director’s attention and prioritizing of documents according to action required; review, proofreading and editing of all correspondence for proper clearance prior to the Deputy Director’s signature, ensuring quality control, substance, sensitivity of issues, and compliance with UNDP standards;

  • Presentation of proposals to the Deputy Director and/or Special Assistant to eliminate communication bottlenecks in the Front Office and streamline office procedures between the CB Front Office and other Headquarters units;

  • Drafting and preparation of correspondence, directives, comments on behalf of the Deputy Director for his/her signature and ensuring follow-up as needed; and

  • Appropriate filing, including through automated filing systems, and ensuring safekeeping of confidential materials.

3. Supports effective Relationship management by CB Front Office Directorate and GPN units, focusing on achievement of the following results:
  • Supporting the Deputy Director in the research, obtaining and analysis of background materials for the preparation of presentations, talking points, briefings, meetings, official missions and appointments; and

  • Assistance in the preparation of public information materials and folders, as requested.

4. Ensures facilitation of knowledge building and management, focusing on achievement of the following results:
  • Contributions to knowledge networks and communities of practice;

  • Support to specialized trainings for protocol and administrative/logistic functions; and

  • Support to trainings to UNDP/CB and GPN staff on coordination, administration and protocol issues.

Competencies Core: 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.

Technical/Functional: Primary Organizational Skills:
  • Demonstrated capacities to perform multiple tasks, in multi-cultural environment and dealt with confidential matters.

Office Administration:
  • Ability to manage day-to-day office activities (including but not limited to travel management, facilities and asset management, policy and procedures maintenance) to meet operational needs.

Reviewing and reporting:
  • Ability to review and edit documents, ability to produce meeting report identifying key actions.

Development and Operational Effectiveness:
  • Programme management skills and communication skills.

Research:
  • Knowledge of analytical tools and methods for undertaking substantive research on various policy related issues.

Secondary: Financial Reporting and Analysis
  • Ability to evaluate financial data, derive relevant findings and present them in a meaningful manner.

Partnerships/Relationship Management:
  • Ability to engage with other agencies, donors, and other development stakeholders and forge productive working relationships.

Knowledge Management:
  • Ability to efficiently handle and share information and knowledge.

Risk Management:
  • Ability to identify and prioritize risks, and organize action around mitigating. them.

Required Skills and Experience Education:
  • Secondary education with specialized executive support and office management training.

Experience:
  • At least 6 years of progressively responsible experience in personal assistance, executive and administrative support is required at the national or international level;

  • 3 years of experience will suffice if in possession of Bachelor’s degree;

  • Proficiency in the use of computers and office software packages (MS Word, Excel, etc.) and in handling web-based management systems;

  • Proficiency in ICT applications for presentations, developing spreadsheets and databases.

Language Requirements:
  • Fluency in English, both oral and written, is required;

  • Working knowledge of other UN official language is an asset.

Other: Selection to GS Fixed Term Appointment (FTA) positions at Headquarter locations requires passing a UN administered Global General Service Test (GGST), unless conditions are met allowing the waiver of such a requirement. For GS positions in New York and D.C, the UN GGST test will be waived for current UNDP staff members on FTA/PA appointments and external applicants who have a Bachelor’s degree (or equivalent) from a recognized educational institution. Disclaimer Important applicant information Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC. Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application. Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs Local recruitment All posts in the GS categories are subject to local recruitment. Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. Workforce diversity UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.
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