Executive Associate

Job Advertisement

Position Title: Executive Associate
Location: Kuala Lumpur
Country: Malaysia
Deadline Date:

Job Details

Job Posting Organization:
The United Nations Development Programme (UNDP) is one of the world’s premier development organizations, focused on improving the lives and well-being of people, especially those who may be struggling to benefit from greater social and economic opportunities. Established in 1961, UNDP has been delivering programs in Malaysia for over 60 years and operates in more than 170 countries and territories globally. The organization emphasizes diversity, equity, and inclusion, ensuring that all personnel are empowered to contribute to its mission. UNDP is the largest United Nations Agency operating in Malaysia, with a multi-country office that represents UNDP across Malaysia, Singapore, and Brunei Darussalam. The Country Office is led by a Resident Representative, who oversees all aspects of UNDP’s operations and engages with high-level government officials, civil society, and the private sector.

Job Overview:
The Executive Associate, acting as the Executive Officer, plays a crucial role in the management of day-to-day functions within the UNDP Country Office. Reporting directly to the Resident Representative, the Executive Associate is responsible for ensuring the effective and efficient functioning of the UNDP Front Office. This position requires a high level of professionalism, sound judgment, discretion, and confidentiality. The Executive Associate will manage the Resident Representative's calendar, appointments, and meetings, ensuring adherence to protocol procedures and effective communication within the office. The role also involves close collaboration with UNDP staff, UN Agencies, and national authorities to facilitate the Resident Representative's functions. The Executive Associate is expected to work across various units and teams, adapting to changing business needs and enhancing horizontal collaboration to achieve strategic goals.

Duties and Responsibilities:
The Executive Associate will ensure the effective functioning of the UNDP Front Office by managing the following duties:

• Oversee the management of the Front Office, fostering professionalism and teamwork among the Country Office team.
• Maintain the Resident Representative's calendar, manage appointments and meetings, and act as an interpreter when necessary.
• Prepare high-quality briefing materials for meetings and missions, and manage logistics for the Resident Representative's travel and representation schedule.
• Screen incoming communications, ensuring quality control of outgoing correspondence.
• Utilize automated office management systems for efficient functioning of the office.
• Coordinate meeting logistics for high-level engagements and manage official receptions as required.
• Assist in risk assessment and crisis response coordination as necessary.
• Maintain a filing system for confidential materials and manage the Resident Representative's database and email groups.
• Facilitate knowledge sharing and training for staff on administrative and protocol issues. 1
• Perform other duties as required to support the Resident Representative and Country Office operations.

Required Qualifications:
The position requires the following qualifications:

• Secondary Education is required; a university degree in Management, Business Administration, Social Sciences, Public Administration, International Relations, Communications, or Development Studies is preferred.
• Specialized secretarial training is desirable.
• Minimum of 6 years of relevant experience with Secondary Education or 3 years with a Bachelor's degree in secretarial, administrative, management, or program support roles at the national or international level.
• Proficiency in using office software packages (MS Word, Excel) and web-based management systems is required.
• Experience in organizing high-level meetings and managing correspondence is preferred.
• Strong organizational skills and the ability to handle multiple tasks under tight deadlines are essential.
• Excellent written and verbal communication skills are necessary for effective interaction with stakeholders.

Educational Background:
Candidates must possess at least a Secondary Education. A university degree in relevant fields such as Management, Business Administration, Social Sciences, Public Administration, International Relations, or Communications will be given due consideration. Specialized secretarial training is also desirable and will be considered an asset.

Experience:
The position requires a minimum of 6 years of relevant experience with Secondary Education or 3 years with a Bachelor's degree in secretarial, administrative, management, or program support roles. Candidates should have experience in using office software and web-based management systems, as well as organizing high-level meetings and managing correspondence. A proven track record of strong organizational skills and the ability to handle multiple tasks simultaneously under tight deadlines is desired.

Languages:
Fluency in English and Bahasa Melayu is mandatory. Knowledge of additional UN languages will be considered an advantage.

Additional Notes:
The initial appointment is for 12 months, contingent upon successful completion of a probationary period. UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, and all selected candidates will undergo rigorous reference and background checks. The organization is committed to diversity and inclusion, encouraging applications from marginalized or excluded populations. UNDP does not charge any fees in connection with the application or recruitment process.