Background

Under the guidance and direct supervision of the RR the Executive Associate ensures effective and efficient functioning of the RR & DRR-P’s offices, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate can supervise staff assigned to the RR’s office. The Executive Associate to the RR & DRR-P works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Ensures effective and efficient functioning of the RR and DRR-P’s office focusing on achievement of the following results:

Maintenance of the RR & DRR-P’s calendars, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.

Maintenance of protocol procedures.

Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.

Preparation of informal translations.

Preparation of Management Meeting minutes and other minutes when required;

Assists in the organization of high-level meetings;

Preparation of Office Reports.

Management of RR & DRR-P’s missions and representation schedule.

Maintenance of rosters of high-level partners, telephone lists.

Preparation of correspondence, directives, comments on behalf of RR & DRR-P’s for their signatures and making follow-up when required.

Use of automated office management systems for effective functioning of the RR & DRR-P’s offices.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.

Coordination of the information flow in the office, follow up on circulation files.

Facilitation of information sharing with other Head of Agencies, UNCT and the RCO.

Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR & DRR-P’s.

Screening of all incoming calls and correspondence.

Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice.

Organization of specialized trainings for secretaries.

Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies

Functional Competencies

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

Researches best practices and poses new, more effective ways of doing things

Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

Understands the main processes and methods of work regarding to the position

Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks

Strives to keep job knowledge up-to-date through self-directed study and other means of learning

Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

Documents ‘best practices’ in organizational change and development within and outside the UN system

Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

Uses information/databases/other management systems

Provides inputs to the development of simple system components

Client Orientation

Level 1.1: Maintains effective client relationships

Reports to internal and external clients in a timely and appropriate fashion

Organizes and prioritizes work schedule to meet client needs and deadlines

Establishes, builds and sustains effective relationships within the work unit and with internal and external clients

Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

Gathers and disseminates information on best practice in accountability and results-based management systems

Prepares timely inputs to reports

Maintains databases

Core Competencies

Demonstrating/safeguarding ethics and integrity

Demonstrate corporate knowledge and sound judgment

Self-development, initiative-taking

Acting as a team player and facilitating team work

Facilitating and encouraging open communication in the team, communicating effectively

Creating synergies through self-control

Managing conflict

Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.

Informed and transparent decision making

Required Skills And Experience

Education

Secondary Education with specialized secretarial training.

University Degree or equivalent would be desirable, but it is not a requirement.

Experience

6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.

Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web-based management systems.

Language Requirements

English, Shona or Ndebele

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

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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