Organizational Context
Under the direct supervision of the Resident Representative (RR) and Deputy Resident Representative (DRR), the Executive Associate ensures effective and efficient functioning of the RR/DRR office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitment made.
The incumbent promotes the image of the UN/UNDP as an effective contributor to the development of the country and acts as a liaison with all areas of UNDP and with UN agencies/national authorities to ensure efficient flow of information, ensure actions on instructions, keeping deadlines, agendas.
Summary of key functions:
- Effective and efficient functioning of the RR and DRR office
- Effective communication support to the office
- Facilitation of knowledge building and management
1. Ensures effective and efficient functioning of RR/DRR office focusing on achievement of the following results:
- Contacts, interacts with and receives on behalf of RR/DRR high ranking government, diplomatic, private or other partners and missions, acting as translator when required and/or recording and drafting minutes.
- Organizes protocol matters for the RR/DRR and high-ranking UNDP visitors and acts as protocol adviser for the rest of the office.
- Manages and monitors the RR/DRR’s mission and representation schedule.
- Prepares informal translations, briefing materials for appointments, meetings, missions for RR & DRR
2. Ensures provision of effective communications support to the office focusing on achievement of the following results:
- Maintains the roster of protocol, high level partners, UN/UNDP HQ, UNDP project offices, private telephone lists, mail merger data for handling invitations, etc.
Provides support to RR & DRR on programme/project related matters:
- Directs programme correspondence
- Follows up on deadlines set by RR & DRR for relevant programme/projects units
- Organizes programme/project meetings, including with national authorities/donors, etc.
- Maintains the monthly events matrix for the office, including the projects
Supports the RR & DRR in all their functions with UN agencies and other non-field represented UN agencies through inter alia:
- Drafts correspondence, memos, comments, etc, either on behalf of RR & DRR or for their signature;
- Keeps a filing system and record of routine (when relevant), confidential and pending issues and follow-up when required;
- Receives, screens and routes all correspondence addressed to the RR/DRR and maintains a swift correspondence flow to ensure timely follow-up.
- Disseminates within UNDP and among UN members and when required follows up on RR/DRR memos, requests and miscellaneous information.
- Maintains a) confidential files b) RR & DRR personal files.
Maintains the Office Registry:
- Receives and distributes the incoming and outgoing correspondence to proper units/portfolios/projects.
- Maintains the Office e-Archive records system, assists in the collection of reference and background material from registry files.
- Prepares correspondence and reports when required related to registry/e-Archive activities.
3. 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 on protocol issues
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
Education:
Secondary Education with specialized secretarial training, or University Degree in Development or Social Sciences.
Experience:
6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level (with secondary education) or 3 years with University degree in Development or Social Sciences, other related discipline.
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling of web-based management systems.
Language Requirement:
Fluency in oral and written English and Armenian. Knowledge of Russian would be an asset.
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: 1 Year with possibility for extension