Job Description

The Programme Officer/Executive Office provides a critical supporting role in the overall Coordination of the Office of the Administrator (OA) in the Executive Office. This role provides an exciting opportunity for someone who is interested in working in an environment that is high profile, fast paced and with exposure to the full breadth of UNDP’s work – both programmatic and operational.

Working under the supervision of the Senior Special Assistant to the Administrator, and in close collaboration with all relevant units in the Executive Office, the Programme Officer will contribute to the smooth and seamless management of the Administrator’s day to day work – both internal and external. The Programme Officer leads the Correspondence Team and ensures that all official correspondence addressed to/signed by the Administrator are handled expeditiously and to the highest standards. S/he will also play a key role in assisting the Administrator’s Special Assistant Team in coordinating  the planning and integration of all the components necessary to ensure that the Administrator is successful in delivering his role. This post would suit someone with high self-motivation, eager to learn and further develop his/her professionalism in fast paced working environment with the interest and ability to handle significant loads of competing demands, and where there is scope to be exposed to the full breadth and depth of UNDP’s work globally. S/he will benefit from mentoring and transfer of cross-departmental skills and knowledge valued for further professional advancement.

Duties and Responsibilities

1)  Agenda Setting Support to the Administrator

  • Supports the Senior Special Assistant/Special Assistant and the Administrator’s Executive Assistant in managing the daily schedule, mission planning and calendar of engagements for the Administrator;
  • Drafts notes to file and coordinates and/or contributes to other routine documentation required by the Administrator;
  • Assists in facilitating the implementation of requests, directives and commitments of the Administrator in coordination with relevant managers and teams across UNDP;
  • Maintains regular contact with the Executive Office teams, Regional and Central Bureaus, Country offices and as appropriate with external stakeholders such as Permanent Missions to the UN, UN System partners, IGOs, NGOs, donors and other multilateral agencies to help keep the Administrator abreast of key issues across the organization.
2)  Management & Communication Support

  • Supports the preparation of submissions and background documentation from Regional and Central Bureaus, including the senior management policy group, the EG, OPG, the Executive Group and the Secretary-General’s Policy Committee;
  • Assists in as the  Secretary for policy group meetings in the Office of the Administrator, including recording decisions, coordinating the development of the agenda, gathering and analyzing information to support decision-making and communication of relevant decisions to staff;
  • Assists in managing and tracking internal management/policy groups as well as EG/OPG/EB/PC commitments;
  • Supports the organization of staff meetings and special events as required.
  • Works in close collaboration with other Special Assistants in the Executive Office and backstops them during absences.
3)  Correspondence Management

  • Manages the Correspondence team and oversees their day-to-day operation, providing guidance and directions to the members of the Correspondence Team based on strategic/managerial decisions and priorities;
  • Monitors, compiles information on, analyses and reports on international fora that are relevant and/or of interest to the Administrator;
  • Ensures all relevant incoming correspondence is responded in a timely manner, based on the advice received from the substantive bureaus and offices;
  • Drafts, edits, reviews and clears correspondence as requested;
  • Ensures that the style and content of all outgoing correspondence adheres to the Administrator’s preference and is maintained to a very high standard.
4)  Knowledge Management and Partnerships

  • Manages the day-to-day operation of the the knowledge database as well as the correspondence register system for the Office of the Administrator (OA) of the Executive Office;
  • Monitors, analyses and proposes areas for improvement of the knowledge database/correspondence register system;
  • Assists in the continual improvement of the overall knowledge management mechanism of the Office of the Administrator of the Executive Office;
  • Participates in knowledge management and practice networks.

Competencies

CORE:

Innovation - Ability to make new and useful ideas work. Leadership - Ability to persuade others to follow. People Management - Ability to improve performance and satisfaction. Communication - Ability to listen, adapt, persuade and transform. Delivery - Ability to get things done while exercising good judgement.  TECHNICAL/FUNCTIONAL:

Communication - Ability to effectively communicate intentions and requirements to internal and external shareholders. Strategic thinking/visioning - Ability to analyse the organization’s value proposition and shape visionary/long term plans.  Use insight to identify target audiences and partners and to inform communication objectives, messages and solutions. Collaboration and Partnerships - Ability to develop, maintain and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance and support.  Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP. Representation - Ability to productively share UNDP knowledge and activities (at UN and other venues). Substantive Positioning of UNDP - Knowledge of global institutions (such as the UN, IFIs) processes (such as G20 and various UN initiatives), good grasp of UN's niche and ability to engage and foster strong networks with those institutions.

Required Skills and Experience

Education:

  • Advanced university degree (Masters’ or equivalent) in Social Policy, Economics, Business Administration, Social or Political Sciences, International Relations or related disciplines.
Experiences:

  • At least 5 years of professional experience with multilateral institutions, and / or the United Nations system, and/ or Government / foreign services;
  • Sound knowledge of United Nations and inter – government policies, systems, procedures and policies;
  • Strong and effective communication experience;
  • Experience of planning and organizing high-level UN/government officials’ political engagements, including missions and strategic dialogues, is a must;
  • Experience working in developing country settings is an asset.
Language Requirements:

  • Proficiency in the English language particularly in writing, presentation and communication, is required;
  • Working knowledge of another UN language, is desirable.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders) Under US Immigration Law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant information about UNDP rosters Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

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