Executive Associate - Tenders Global
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Executive Associate

International Labour Organization (ILO)

tendersglobal.net

JOB DESCRIPTION

Background
Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
UNDP works in more than 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results.

In all our activities, we encourage the protection of human rights and the empowerment of women, minorities and the poorest and most vulnerable.

UNDP is part of the UN System in the Dominican Republic since 1964. All actions are in the framework of the Sustainable Development Goals (SDG), Agenda 2030. We ensure close coordination with agencies, funds and programs of the United Nations System.

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate ensures effective and efficient functioning of the RR’s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, and management of information flow and follow-up on deadlines and commitments made. The Executive Associate promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the RR’s office.

The Executive Associate to the RR works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas.

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

1.)   Ensure effective and efficient functioning of the Resident Representative (RR) office.

  • Maintain the supervisor’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required.
  • Maintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts.
  • Compile research and prepare high quality briefing materials for supervisor for appointments, meetings, missions, and for use in discussions.
  • Manage Resident Representative missions and representation schedule.
  • Prepare correspondence, directives, and comments on behalf of RR for his/her signature and follow-up when required.

2.)  Provide effective communications support to the office to facilitate essential flow of information.

  • Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents.
  • Coordinate information flow in the office, and follow up on circulation files.
  • Facilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit.
  • Coordinate and follow up with the different programmatic areas of the inputs and preparation of the Agenda Notes for the high-level meetings.
  • Provide support to the programmatic units in the updating of the intermediate milestones of results to be prioritized, and guarantee their updating.
  • Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR.
  • Screen all incoming calls and correspondence.
  • Provide advice to senior officials on national protocols and UN related procedures.

3.)  Facilitate knowledge building and management in the Country Office.

  • Provide sound contributions to knowledge networks and communities of practice.
  • Organize specialized training for secretarial and/or support staff.
  • Organize training for UN staff on coordination, administration and protocol issues.
Competencies

Core :
Achieve Results
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.

Think Innovatively
LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.

Learn Continuously
LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Adapt with Agility
LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.

Act with Determination    LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident

Engage and Partner
LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.

Enable Diversity and Inclusion
LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical competencies 

Thematic Area Name Definition
Administration & Operations Documents and records management
  • Overall document (hard or electronic) management; registry and retention policy including storing and archiving
Administration & Operations Events management (including retreats, trainings and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Business Management Communication
  • Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels
Business Management  Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
  • Provide inputs to the development of customer service strategy.
  • Look for ways to add value beyond clients’ immediate requests.
  • Ability to anticipate client’s upcoming needs and concerns.
Business Development Knowledge Generation
  • Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Business Management Partnerships Management
  • Ability to build and maintain partnerships networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
Business Management Working with Evidence and Data
  • Ability to inspect, cleanse, transform and model data the goal of discovering useful information, informing conclusions and supporting decision-making
Required Skills and Experience
Education:
  • Secondary Education is required with specialized secretarial training.
  • A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.
Experience:
  • Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and 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.
  • Fluency in Spanish and English
Disclaimer
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.
Non-discrimination
UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.
UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Scam warning
The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.


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