Executive Associate to RR & DRR

Job Posting Organization:
The United Nations Development Programme (UNDP) is the leading United Nations organization dedicated to eradicating poverty, reducing inequalities, and addressing climate change. Established in 1965, UNDP operates in approximately 170 countries, working with a diverse network of experts and partners to develop integrated solutions that benefit both people and the planet. The organization focuses on sustainable development, democratic governance, and resilience to crises, striving to create a world where everyone can thrive. UNDP's mission is to empower lives and build resilient nations, and it actively engages in various initiatives to promote social and economic development globally. More information can be found at undp.org or by following their social media channels.

Job Overview:
The Executive Associate to the Resident Representative (RR) and Deputy Resident Representative (DRR) plays a crucial role in ensuring the smooth and efficient operation of the office. This position requires a high level of confidentiality and professionalism, as the Executive Associate will manage the front desk, oversee information flow, and ensure adherence to protocol procedures. The role involves close collaboration with various units within UNDP, including the Programme Support Unit and Operations Unit, as well as external partners and national authorities. The Executive Associate is expected to draft correspondence, prepare presentations, and organize meetings, ensuring that all communications are handled effectively. The position also entails monitoring deadlines and commitments, facilitating knowledge sharing, and contributing to the overall efficiency of the office.

Duties and Responsibilities:

• Ensure the effective functioning of the RR and DRR office by managing correspondence, drafting documents, and organizing meetings. This includes preparing minutes, tracking progress on issues, and following up with relevant stakeholders.
• Maintain a filing system for confidential materials and coordinate the flow of information within the office. This involves drafting routine correspondence and facilitating communication among staff.
• Provide administrative support for travel, meetings, and appointments, including drafting background notes and maintaining status reports.
• Contribute to knowledge management by organizing training sessions for UNDP staff on administrative and protocol matters.
• Perform other duties as required to support the efficient functioning of the office and the organization.

Required Qualifications:
Candidates must possess secondary education as a minimum requirement, with a university degree in Business Administration or a related field being advantageous. Proficiency in MS Office applications and familiarity with digital platforms and web-based management systems are essential. Candidates should demonstrate strong organizational skills, attention to detail, and the ability to manage multiple tasks effectively. Experience in liaising with UN agencies and government institutions is considered an asset, as is experience in conflict or post-conflict settings.

Educational Background:
A secondary education is required for this position. However, candidates with a Bachelor's degree in Business Administration or a related field will be given preference. The educational background should support the administrative and communication skills necessary for the role.

Experience:
Candidates should have a minimum of 6 years of progressively responsible experience in secretarial, administrative, or program roles at the national or international level if they possess secondary education. Those with a Bachelor's degree are required to have at least 3 years of relevant experience. Experience in working with UN agencies, government institutions, and NGOs is highly desirable, as is experience in preparing communication materials and reports.

Languages:
Fluency in English and Tetum is mandatory for this position. A working knowledge of Portuguese and Indonesian is considered desirable, as it may enhance communication with various stakeholders and partners.

Additional Notes:
This position is full-time and may involve working with international and national candidates. UNDP is committed to diversity and inclusion in its workforce and encourages qualified applicants from all backgrounds to apply. The organization does not tolerate harassment or discrimination and ensures that all selected candidates adhere to relevant standards and principles. UNDP reserves the right to select multiple candidates from this vacancy announcement and may retain applications for similar positions in the future. Importantly, UNDP does not charge any fees during the recruitment process.