Executive Associate

Job Posting Organization:
The United Nations Development Programme (UNDP) is the leading United Nations organization dedicated to combating poverty, inequality, and climate change. Established to support nations in building integrated, sustainable solutions for both people and the planet, UNDP operates in 170 countries worldwide. In Lesotho, UNDP focuses on helping the Basotho people build resilience to achieve long-term Sustainable Development Goals (SDGs). The organization provides assistance in key areas such as poverty reduction, governance, and environmental management, aligning its efforts with the National Strategic Development Plan (NSDP II) for 2023/2024-2027/2028, which emphasizes growth, social transformation, infrastructure development, and governance.

Job Overview:
The Executive Associate plays a crucial role in ensuring the effective and efficient functioning of the Front Office, which includes the offices of the Resident Representative (RR) and Deputy Resident Representative (DRR). This position requires maintaining confidentiality, managing information flow, and adhering to protocol procedures. The Executive Associate serves as the primary point of contact for communications and appointments with various stakeholders, including ambassadors, donor delegations, government officials, and senior UNDP staff. The role demands a high level of professionalism and teamwork, as well as the ability to adapt to changing business needs and collaborate across different units and projects within UNDP.

Duties and Responsibilities:
The Executive Associate is responsible for a wide range of duties, including:

• Ensuring the effective functioning of the Front Office by managing the schedules of the RR and DRR, maintaining professionalism, and facilitating protocol procedures for visiting dignitaries.
• Organizing meetings, preparing minutes, and tracking progress on action items.
• Screening communications and ensuring timely responses, as well as drafting correspondence and reports.
• Supporting the RR in interactions with external partners and facilitating information sharing within the office and with other teams.
• Contributing to knowledge management by organizing training for UNDP staff and participating in knowledge networks.
• Supporting communication and visibility efforts for the Country Office, including developing communication materials and managing the office's online presence.

Required Qualifications:
Candidates must possess a secondary education with specialized secretarial training. A university degree in Administration, Office Management, Public Relations, Communications, or a related field is preferred but not mandatory. Additionally, candidates should have a minimum of six years of progressively responsible secretarial or administrative experience at the national or international level, or three years with a Bachelor's degree. Proficiency in using office software and web-based management systems is essential, along with experience in handling communications and managing schedules for high-ranking officials.

Educational Background:
The educational requirements for this position include a secondary education with specialized training in secretarial work. While a university degree in relevant fields such as Administration, Office Management, or Public Relations is advantageous, it is not a strict requirement for applicants. The emphasis is placed on practical experience and skills relevant to the role.

Experience:
The position requires a minimum of six years of relevant experience for candidates with a high school diploma, or three years for those with a Bachelor's degree. Experience in administrative support, project management, or similar roles, particularly within international organizations or the UN system, is highly desirable. Familiarity with managing communications, scheduling, and preparing briefing materials is also important for success in this role.

Languages:
Proficiency in English and Sesotho is mandatory for this position. Candidates should be able to communicate effectively in both languages, as they will be interacting with a diverse range of stakeholders, including government officials and international partners. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is a full-time role within the UNDP and may involve working with various stakeholders at both national and international levels. The organization values diversity and encourages applications from qualified individuals regardless of their background. UNDP is committed to creating an inclusive workplace and does not tolerate harassment or discrimination. Selected candidates will undergo relevant checks and are expected to adhere to the organization's standards and principles. The position may also involve a probationary period for new appointments.