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 with governments and communities to create solutions that improve the quality of life for people everywhere. The organization emphasizes the importance of diversity, equity, and inclusion, ensuring that all personnel are empowered to contribute to its mission. UNDP is committed to fostering an inclusive environment and encourages applications from marginalized or excluded populations. The organization has a zero-tolerance policy towards sexual exploitation and abuse, harassment, and discrimination, ensuring that all selected candidates undergo rigorous reference and background checks.

Job Overview:
The Executive Associate plays a crucial role in supporting the Deputy Executive Coordinator (DEC) of the UN Volunteers (UNV) Executive Office (ExO) in Bonn, Germany. This position is responsible for ensuring the smooth and efficient functioning of the DEC’s office, providing high-quality operational support to various functions within the ExO. The Executive Associate will manage information flow, follow up on deadlines, and ensure timely and accurate outcomes for the ExO’s services. This role requires a client-oriented mindset, adaptability, and the ability to handle sensitive matters with discretion. The Executive Associate will also backstop the Executive Associate to the Executive Coordinator and provide support to the Director of Management Services as needed. The position demands a proactive approach to time management, organization, and communication, as well as a commitment to continuous learning and administrative efficiency.

Duties and Responsibilities:

• Ensure effective functioning of the Deputy Executive Coordinator’s (DEC) office by managing the DEC's agenda, scheduling appointments, and preparing for meetings and missions. Organize the office workflow, prioritize correspondence, and ensure timely follow-up on deadlines. Screen and track incoming correspondence, establishing procedures for monitoring deadlines and ensuring high-quality handling of documents. Manage travel arrangements and compile mission plans, ensuring appropriate preparations for meetings and high-level engagements. Take minutes during meetings and maintain systematic files and reports for the DEC.
• Provide administrative, logistical, communications, and substantive support to the Executive Office, assisting in the execution and monitoring of corporate projects, participating in task forces, and supporting outreach with Regional Offices. Coordinate official hospitality activities and assist in organizing conferences and special events. Support knowledge management and automated filing systems, and perform functions related to finance, budget planning, and procurement management.
• Support internal and external communications by preparing newsletters, meeting minutes, and other communication tools. Research innovative ways to strengthen internal communications and coordinate external communications activities. Assist in preparing speeches and media articles on behalf of management.

Required Qualifications:
The position requires secondary education as a minimum, with a university degree in Social Sciences, Management, Business Administration, Public Administration, Finance, or a related field being advantageous. Training or education in digital technologies is considered a strong asset. Candidates should possess strong writing skills and demonstrate the ability to communicate effectively in both English and German, with knowledge of another official UN language being an asset.

Educational Background:
Candidates must have completed secondary education, with a university degree in a relevant field being preferred. Training in digital technologies is a significant advantage, highlighting the importance of adapting to new technologies in the workplace.

Experience:
A minimum of six years of relevant administrative and/or programme support work experience is required for candidates with secondary education, while those with a bachelor's degree need at least three years of experience. At least one year of work experience in an international environment is mandatory. Experience in organizational renewal, business process improvement, or innovation is desirable, along with familiarity with new digital technologies and organizational communications.

Languages:
Fluency in English and German is mandatory for this position. A working knowledge of another official UN language, such as Arabic, Chinese, French, Russian, or Spanish, is considered an asset, enhancing the candidate's ability to communicate in a diverse environment.

Additional Notes:
This position is for local recruitment only, open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany. All travel, interview, and relocation costs incurred to take up the appointment in Bonn are the responsibility of the applicant. The successful candidate will receive a UNDP letter of appointment and must adhere to the organization's policies on discrimination and harassment. UNDP reserves the right to select one or more candidates from this vacancy announcement and may retain applications for similar positions at the same grade level.