Background and Organizational Context

As the United Nations lead agency on international development, UNDP works in 170 countries and territories to eradicate poverty and reduce inequality. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities, and to build resilience to achieve the Sustainable Development Goals. Our work is concentrated in three focus areas; sustainable development, democratic governance and peace building, and climate and disaster resilience. UNDP advocates for change, and connects countries to global knowledge, experience and resources to help people build a better life.

UNDP has supported Kyrgyzstan’s development progress since 1992 and supports the country in charting future pathways towards greater prosperity, resilience, and social cohesion. As an impartial policy advisor and integrator, UNDP works within the UN system and with all stakeholders in government, civil society, and private sector to advance inclusive, fundamentally sound development solutions and reforms in complex settings. Our United Nations identity ensures neutrality and respect for people’s choices. Transparency and accountability in operations makes us a trusted partner for national and international development stakeholders.

UNDP encourages and enables collective intelligence, collaboration, integration, critical thinking, and thought leadership. We mainstream innovation, digitalization opportunities, gender equity and diversity/inclusion principles in all aspects of our work. Our staff consistently strive for excellence, effectiveness, efficiency and inclusion across all areas of work.

Position Purpose
Under the guidance and direct supervision of the Resident Representative (RR) and with support to the Deputy Resident Representative (DRR), the Executive Associate ensures the effective and efficient functioning of the RR and DRR 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 can supervise and delegate to the support staff of the office for the effective and efficient running of the RR and DRR offices. The Executive Associate  contributes to a collective engagement with other teams, partners, and clients to offer timely, well-planned, and efficient services that meet the standard and requirements of UNDP policies and procedures. Through cross-unit collaboration, the teams harness innovation and digital solutions, while fostering an environment of continuous learning.
Key Duties and Accountabilities

1.) Ensures the effective and efficient functioning of the RR and DRR offices, focusing on achievement of the following results:
•     Maintenance of the RR and DRR’s calendars, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required, and/or taking notes and minutes.
•     Coordinate and organize high-level diplomatic, representational events, acting as a focal point to ensure high-level programmatic events receive the relevant inputs from CO and/or project teams
•     Maintenance and facilitation of protocol procedures, and efficient and effective diplomatic liaison.
•     Preparation of high-quality briefing materials for RR and/or DRR appointments, meetings, and missions.
•     Preparation of informal translations and coordinates interpretation and translation services for senior managers, as needed
•     Management of RR and DRR missions (including travel and other logistics), and representation schedule.
•     Maintenance of rosters and contact lists of high-level partners and other relevant stakeholders.
•     Preparation of correspondence, directives, comments on behalf of the RR and/or DRR for their signature and follow-up as required.
•     Use of automated office management systems for the effective functioning of the RR and DRR offices.

2.) Ensure provision of effective internal communication and partnership support to the office, focusing on achievement of the following results:
•     Maintenance of the filing system ensuring safekeeping of confidential materials. Use of an automated filing system.
•     Coordination of the information flow in the office, facilitation of staff meetings, follow-up on circulation files/documents.
•     Follow-up on deadlines, commitments made, actions taken, and coordination of inputs to, and collection and submission of briefings and reports to or for the RR and/or DRR.
•     Screening of all incoming calls and correspondence.
•     Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the RR and DRR offices with other units/teams.
•     Support to partnership and resource mobilization efforts.

3.) Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:
•     Contribute to the enhancement of knowledge management approaches and systems.
•     Organization of specialized trainings for relevant administrative, and support staff to further enhance the efficient running of the office.
•     Organization of training to UN staff on coordination, administration, and protocol procedures.
•     Participation in the training for the programme/operations/projects staff on administration.
•     Sound contributions to knowledge networks and communities of practice.
•     Application of digital tools to enhance effectiveness, efficiency, sustainability and transparency
Perform other duties within your functional profile as assigned and deemed necessary for the efficient functioning of the office.
Supervisory/Managerial Responsibilities: N/A

Requirements:

Education
•     Secondary education with a minimum of 6 (six) years of relevant experience in administrative, secretarial/front office and/or programme/project support is required.
•     A Bachelor’s degree in social/humanitarian sciences or other relevant field with a minimum of 3 (three) years of relevant work experience (administrative, secretarial/front office and/or programme/project support) may be accepted.

Experience, Knowledge, and Skills

• Minimum 6 years (with Secondary education) or 3 years (with Bachelor’s degree) of relevant experience in secretarial/front office/executive assistance, administration or project/ programme support service.
• Experience in coordinating complex events/meetings with various internal and external participants is an asset.
• Practical experience in small scale procurement is an asset.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Experience in an international organization or within the United Nations system is desirable.
• Experience in working with an ERP system is desirable.
• Fluency in English, Russian and Kyrgyz languages are required.

Expected Demonstration of 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: Appreciate/respect differences, aware of unconscious bias, confront discrimination

Cross-Functional & Technical competencies 

Thematic Area	Name	Definition
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
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
Administration & 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
Partnership management	Relationship management	Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding
General	Event planning and execution	Ability to plan, manage and execute of public and private events to ensure that they support and amplify individual communications and advocacy initiatives, as well as UNDP’s overall brand and mandate.