Executive Associate

Job Posting Organization:
The United Nations Development Programme (UNDP) is a global organization that aims to eradicate poverty and reduce inequalities through sustainable development. Established in 1965, UNDP operates in approximately 170 countries and territories, working to empower lives and build resilient nations. The organization focuses on various areas including democratic governance, peacebuilding, climate change, and sustainable development. In Sudan, UNDP has been adapting its operations in response to the ongoing conflict and humanitarian crisis since April 2023, ensuring that its programs remain relevant and effective in addressing the needs of the population.

Job Overview:
The Executive Associate plays a crucial role in ensuring the effective and efficient functioning of the UNDP Resident Representative (RR) and Deputy Resident Representative (DRR) Programme’s office. This position requires maintaining confidentiality, managing information flow, and following up on deadlines and commitments. The Executive Associate will work closely with UNDP staff, UN Agencies, partners, and national authorities to facilitate communication and coordination. The role involves managing the RR and DRR's calendars, preparing high-quality briefing materials, and ensuring the smooth operation of the office. The Executive Associate is expected to contribute to knowledge management and support the organization of training for UN staff on various administrative and protocol issues.

Duties and Responsibilities:
The duties and responsibilities of the Executive Associate include:

• Ensuring effective and efficient functioning of the RR and DRR office by managing their calendars, arranging appointments and meetings, and acting as an interpreter when required.
• Maintaining protocol procedures and preparing high-quality briefing materials for appointments and meetings.
• Managing the RR and DRR's missions and representation schedules, and maintaining rosters of high-level partners.
• Preparing correspondence and directives on behalf of the RR and following up as necessary.
• Coordinating the information flow in the office and facilitating communication between the UN Coordination Unit and UNCT.
• Maintaining a filing system for confidential materials and ensuring the safekeeping of documents.
• Contributing to knowledge networks and communities of practice, and organizing training for UN staff on coordination and administration.
• Performing other duties as required for the efficient functioning of the office.

Required Qualifications:
The required qualifications for the Executive Associate position include:

• Secondary Education with specialized secretarial training is required. A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance, or equivalent will be considered an asset.
• Minimum of 7 years of progressively responsible secretarial, administrative, or programme experience is required for candidates with secondary education, or 4 years for those with a bachelor’s degree.
• Experience in a similar position is desired, along with demonstrated experience in events planning and performing specialized administrative activities.
• Previous experience with UN agencies or other international organizations is considered an asset.
• Proficiency in using computers and office software packages (MS Word, Excel, etc.) and experience with web-based management systems is required.

Educational Background:
Candidates must possess at least a Secondary Education with specialized secretarial training. A university degree in relevant fields such as Social Sciences, Management, Business Administration, Public Administration, or Finance will be given due consideration but is not mandatory.

Experience:
The position requires a minimum of 7 years of relevant experience for candidates with secondary education or 4 years for those with a bachelor’s degree. This experience should be progressively responsible in secretarial, administrative, or programme roles at the national or international level. Experience in similar positions and in events planning is desired, along with proven experience in handling various administrative tasks and using office software.

Languages:
Fluency in both written and spoken English and Arabic is mandatory for this position. Proficiency in additional languages may be considered an asset but is not required.

Additional Notes:
This position is a fixed-term appointment with a probationary period for new hires. UNDP is committed to equal opportunity and diversity in its workforce, encouraging qualified applicants from all backgrounds to apply. The organization does not tolerate harassment or discrimination and ensures a safe and inclusive workplace. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions at the same grade level.