Back Executive Associate RC Office

Under the overall guidance of the RC and the direct supervision of the Head of the RCO, the Executive Associate ensures effective and efficient functioning of the RC office, 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 works in close collaboration with RCO staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

• Maintenance of the RC’s calendar, and upon request, 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 the RC as requested.
• Preparation of informal translations.
• Management of RC and RCO staff missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists, and mailing lists for the RCO.
• As requested, preparation of correspondence, directives, comments on behalf of RC for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the RC office.
• Working closely with the Sr. Coordination Officer/Partnerships and Finance, oversee procurement, inventory and control of office assets and supplies, ensuring regular reporting, efficient procurement, and proper use of materials and assets.
• Supervise the scheduling and work of the Driver.
• Oversee the general maintenance of the office, liaising with cleaning and equipment maintenance contractors as required.
• Other duties that may be requested.

• Maintenance of the filing system and RCO shared drive, ensuring safekeeping of confidential materials. Use of automated filing system.
• Support coordination of the information flow in the office.
• Facilitation of information sharing between UNCT and the RCO.
• As requested, follow up on deadlines, commitments made, actions taken and coordination of collection and submission of reports to RC/Head RCO.
• Screening of all incoming calls and correspondenc.

• Sound contributions to knowledge networks and communities of practice.
• Collaborate as requested with the Asst. Coordination Officer/Data, Monitoring and Reporting and the Coordination Officer/Communications and Advocacy.

• Innovation

• Leadership

• People Management

• Communication

• Delivery

• Building Strategic Partnerships 

• Promoting Organizational Learning and Knowledge Sharing

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

Documents innovative strategies and new approaches

• Job Knowledge/Technical Expertise

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

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

Uses information/databases/other management systems

Provides inputs to the development of simple system components

• Client Orientation

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

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

Prepares timely inputs to reports

Maintains databases

• Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement

• 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.

• Fluency in written and spoken English; Dari and/or Pashto.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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Contract Duration: More than a year; Fixed Term Appointment