Executive Associate

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Description

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Position Purpose

Reporting directly to the Resident Representative, the Executive Associate ensures effective and efficient functioning of the UNDP Front Office. The Executive Associates acts at all times in a progressional manner, exercising sound judgement, discretion and confidentiality in all aspects of this assignment. The Executive Associate ensures adherence to protocol procedures and the management of information from the Resident Representative to other members of the Country Office ensuring deadlines are met and all protocols followed. The Executive Associate to the Resident Representative works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure the Resident Representative is able to execute his/her functions with the greatest efficiency and effectiveness. 

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

Ensures effective and efficient functioning of the UNDP front office focusing on achieving the following results:

• Management of the Front Office, ensuring an environment of the professionalism and teamwork at all times, and setting exemplary standards of conduct of the Country Office team.
• Maintenance of the Resident Representative calendar, contacts with high-ranking visitors, management 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.
• Management of Resident Representative missions and representation schedule, including travel, accommodation and logistics as directed by the Resident Representative.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of Resident Representative for his/her signature and making follow- up when required.
• Screening of all incoming communications and correspondence, filter and undertake quality control of all outgoing correspondence for supervisors’ signature, clearance and further action by other staff.
• Use of automated office management systems for effective functioning of the Resident Representative office.
• Facilitation and coordination of the car and car utilization by the Resident Representative and other members of the UNDP Country Office team as necessary.
• Coordination of the Resident Representative’s meeting logistics including high-level engagements, inter-agency meetings, local donor meetings and joint retreats with other UN Agencies.
• Managing official receptions as required. 
• Provision of other and adhoc tasks as required to support the Resident Representative and Country Office as needed.
• Assisting in risk assessment and mitigation strategies, ensuring the Resident Representative is informed of potential challenges, as required.
• Supporting crisis response coordination in case of emergencies or political developments affecting UNDP’s work, when necessary.

Ensures provision of effective communications and administrative support to the Country Office focusing on achieving the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. maintenance of incoming communications, making sure files are properly stored and accessible; safekeeping of documents; ensure updated e-filing of correspondence.
• Management of Resident Representative database and email groups for UNDP and UN system. Coordination of the information flow in the office and dissemination of cooperate an interoffice communication to staff as required; interoffice memorandums and communications (includes cooperation with the ICT staff).
• Coordination of the information flow in the office, and facilitation of information sharing with various teams and units of the Country Office.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Resident Representative.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the front office and other country office teams.
• Drafting of routine correspondence, interoffice circulars, Notes Verbales, general briefing notes, documents, reports, and minutes of meetings when requested.
• Support to organization of events and receptions as required.
• Compilation of background information and coordinating inputs of the various teams in Country Office and UN Country Team. 
• Liaising with government counterparts, embassies, donors, and international organizations to facilitate partnerships and cooperation as required

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

• Sound contributions to knowledge networks and communities of practice.
• Organization and logistical support to relevant trainings and events.
• Organize specialized training for secretarial and/or support staff when necessary.
• Organize training for UN staff on coordination, administration and protocol issues.
• The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience 

Education:

• Secondary Education is required.
• A university degree in Management, Business Administration, Social Sciences (Sociology, Psychology, Political Science), Public Administration, International Relations, Communications, Development Studies, or equivalent will be given due consideration but is not a requirement.
• Specialized secretarial training is desirable and will be considered an asset.

Experience:

• Minimum 6 years (with Secondary Education) or 3 years (with a Bachelor’s degree) of relevant experience in either secretarial, administrative, management, programme support is required at the national or international level.
• Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP is required. 
• Experience in organizing high-level meetings, preparing briefing materials, and managing correspondence is preferred.
• Experience in performing wide range of administrative and executive support tasks is an asset.
• Experience in managing schedules, correspondences, protocols and logistics for high-level officials is an asset.
• Proven track record of strong organizational skills and the ability to handle multiple tasks simultaneously under tight deadlines is desired.
• Demonstrated experience in excellent communication skills, both written and verbal, with the ability to effectively interact with stakeholders at all levels is desired.

Language:

• Fluency in English and Bahasa Melayu is a requirement.
• Knowledge of additional UN languages will be considered an advantage.

Source: https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/24013

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