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.
The United Nations Development Programme (UNDP) works in about 170 countries and territories, helping to eradicate poverty, reduce inequalities and exclusion, and build resilience so countries can sustain progress. As the development arm of the United Nations, UNDP supports strategic capacity development initiatives to promote inclusive growth and sustainable human development.
In Ukraine, UNDP has been working since 1993 with the national and local authorities, public and private sector stakeholders, partners across the UN system, civil society, and local communities to promote inclusive growth and sustainable human development. Our work is guided and informed by the 2030 Agenda for Sustainable Development and its 17 Sustainable Development Goals (SDGs), to develop targeted solutions to the country’s development challenges. We work in close collaboration with key ministries, departments, and agencies in a robust, integrated manner through Six Signature Solutions:
- Poverty and Inequality
- Governance
- Resilience
- Environment
- Energy
- Gender Equality
In Ukraine, these Solutions are integrated and targeted with a focus on three programmatic areas of support:
- Inclusive Development, Recovery and Peacebuilding
- Democratic Governance
- Energy and Environment
All three of these programmes are aligned with the national priorities, which include accelerating sustainable economic growth and attracting green foreign investments, fighting corruption, resilient recovery and peacebuilding of the conflict-affected areas based on the principles of leaving no one behind and building back better, and streamlining digital governance to make all-state services accessible electronically.
The incumbent will promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behavior, including sexual harassment, sexual exploitation and abuse.
Under the guidance and direct supervision of the Resident Representative and in close coordination with the Deputy Resident Representative, the Executive Associate ensures effective and efficient functioning of their respective 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 works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.
The incumbent is entrusted with the ongoing management and flow of internal communication and as such s/he is expected to deliver information with expediency, efficiency, discretion and tact with the different units in communications, operations and programme teams.
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
- Ensure the effective and efficient functioning of the RR and DRR offices
- Manage the RR and DRR offices, ensure an environment of professionalism and teamwork at all times, setting exemplary standards of conduct for the country office (CO) team.
- Manage RR and DRR’s schedules efficiently and discretely, with due regard to a balanced workload, ensure punctuality, and help maintain a professional image and conduct for the CO support staff.
- Organize regular and ad-hoc meetings, take minutes and summarize actions for follow up by the RR and DRR.
- Screen all incoming communications through e-registry, establish priorities and advise RR and DRR, filter outgoing correspondence for RR and DRR’s signatures, maintain records of outgoing letters and subsequent actions by other staff; wherever applicable.
- Mission and travel management: Handle RR/DRR missions and official travel within the country and abroad, including creating travel requests, arranging logistics (transportation, accommodation), preparing briefing folders, providing communication support, and ensuring timely submission of required forms after the trip in accordance with policies and procedures.
- Prepare formal and informal translations of note verbales, invitations, and other information required by RR and DRR.
2.Ensure effective communications and administrative support to the office
- Take initiatives in handling routine matters in close consultation with the RR and DRR.
- Ensure the effective sharing of information from the UNCT for UNDP senior management’s effective participation.
- Maintain up-to-date information and data on UN country team, UN thematic groups’ activities and initiatives.
- Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested.
- Conduct information searches and research as needed.
- Timely follow up with relevant staff on the preparation of RR and DRR speeches, and screen them before finalization.
- Ensure full compliance with established protocol and correspondence guidelines by CO teams when communicating with Government and other external partners.
- Keep Programme Teams informed of important corporate initiatives, policies, and matters related to programming and operations.
- Organize all-staff meetings, programme meetings, management and extended senior management team meetings, and follow up on requested tasks.
3. Provide support to partnerships and communication with external partners and counterparts
- Establish networks and build strong partnerships with colleagues within UNDP and other UN agencies.
- Provide assistance and logistical support to visiting missions.
- Assist in organizing meetings for the RR and DRR with the UN community and external parties, including government, civil society, business, academia and the diplomatic corps.
4. Facilitate knowledge building and sharing in the CO
- Provide sound contributions to knowledge networks and communities of practice.
- Organize specialized trainings for team members.
- Organize trainings on coordination, administration and protocol issues for UN staff.
- Participate in the trainings in relevant areas of expertise and strengthen the team performance through knowledge sharing.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
Supervisory/Managerial Responsibilities: May supervise support staff engaged in the fields of registry, general services, telephone operator/receptionist.
Competencies
Core:
- Achieve Results – LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work
- Think Innovatively – LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking
- Learn Continuously – LEVEL 2: Go outside comfort zone, learn from others and support their learning
- Adapt with Agility – LEVEL 2: Adapt processes/approaches to new situations, involve others in change process
- Act with Determination – LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously
- Engage and Partner – LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships
- Enable Diversity and Inclusion – LEVEL 2: Facilitate conversations to bridge differences, considers in decision making
People Management:
UNDP People Management Competencies can be found in the dedicated site.
Cross-Functional & Technical Competencies
| Thematic Area | Name | Definition |
| 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 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 | Operations Management | - Ability to effectively plan, organize, and oversee the Organization’s business processes in order to convert its assets into the best results in the most efficient manner.
- Knowledge of relevant concepts and mechanisms
|
| Administration and Operations | Registry & correspondence management | - Ability to collect, register, maintain and deliver mail and UNDP pouch; ability to manage archives.
|
| Administration and Operations | Travel policy and procedures | - Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel related matters.
|
| 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.
|
Required Skills and Experience
Education:
- Secondary education is required with specialized secretarial training.
- University Degree in Business Administration, Public Administration, Social Sciences or equivalent field will be given due consideration, but it is not a requirement.
Experience:
- Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant experience, at national or international level, in administration or programme support services is required.
- Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP is required.
- Prior experience with UN or other international organization is an advantage.
- Experience in organizing events (online and/or offline) is an advantage.
- Experience of written and verbal translation is an asset.
- Proven experience in drafting official correspondence, drafting minutes of meetings and other internal documentation is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Disclaimer
Note:
- This post is for local recruitment only. It is open to citizens of Ukraine;
- Only short-listed applicants will be contacted;
- The successful candidate will hold a UNDP letter of appointment.
Applicant information about UNDP rosters
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.
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