Background
UNDP works in more than 170 countries and territories. It is one of the leading multilateral development agencies 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 Ukraine invites applications from highly qualified and experienced Ukrainian professionals for the post of the Executive Associate.
The incumbent will accelerate gender equality and women’s empowerment with all implementations and promote UNDP’s mandate as a gender-responsive organization with zero tolerance for any kind of discriminatory and abusive behaviour, including sexual harassment, sexual exploitation, and abuse.
Duties and Responsibilities
- Efficient support to RR/DRR day-to-day operations
– Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of
appointments and meetings, taking minutes at internal/external meetings;
– Follow up on requests/tasks in timely manner and according to set deadlines
– Preparation of informal translations upon request;
– Management of RR/DRR missions and representation schedule; official travel within the country and
abroad (creation of TR, logistics support- transportation, accommodation; preparation of folders with all
relevant materials, communication with team and organizers of the event before and during the trip,
follow up with submission of appropriate forms after the trip);
– Maintenance of rosters of high-level partners, telephone lists and other relevant contacts, donors and
counterparts;
– Preparation of correspondence, taking care of all incoming/ outgoing letters/documents in accordance
with the UNDP template and set procedures. Follow up with teams on the provision of timely responses.
- Effective communications support to UNDP country office focusing on achievement of the following results:
– Coordination of the information flow in the office;
– Follow up on deadlines, commitments made, actions taken and coordination of collection and submission
of the requested information to RR and DRR (Talking points and briefs for meetings, presentations, etc.);
– Screening of all incoming calls and correspondence and follow up with respective Portfolios;
– Conduct of information search and research as required;
– Presentation of thoroughly researched information for formulation of country programme, preparation of
draft project documents, work plans, budgets, proposals on implementation the of the CO engagements;
– Provision of guidance to the executing agencies on routine implementation of projects, tracking use of
financial resources;
– Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports;
– Analysis of the situation in programme, identification of operational and financial problems, development
of solutions;
– Inputs into preparation for conduct of audit of NIM/DIM projects, implementation of audit
recommendations. - Effective maintenance of partnerships and communication with external partners and counterparts
– Establishment of excellent network and partnerships with UNDP colleagues in HQ and Regional Hub;
– Constant cooperation with key counterparts and other international organizations and diplomatic
missions;
– Taking care of visiting missions in terms of logistics support etc;
– Assisting in organization of meetings for RR and DRR with the missions of other international
organizations or UN agencies.
– Cooperation with the Government authorities, Ministries, Regional Administrations, State Enterprises.
- 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 team members;
– Organization of trainings to UN staff on coordination, administration and protocol issues.
- Commitment to gender equality in daily work
– Promoting safe and enabling environment free of any kind of discrimination and abusive behavior and
practice gender-responsive communications in line with the UNDP corporate standards.
Institutional Arrangement
Under the guidance and direct supervision of the Executive Associate to RR and in close coordination with
the Resident Representative and Deputy Resident Representative, Executive Associate shall work in close
collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions
on instructions, agendas.
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
Business Direction and Strategy – System Thinking – Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
Business Direction and Strategy – Effective Decision Making – Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
Business Development – UNDP Representation – Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies
Business Management – Partnership Management – Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
Business Development – Knowledge Generation – Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
Administration & Operations – Documents and records management – Overall document (hard or electronic) management; registry and retention policy including storing and archiving
2030 Agenda: People – Gender – Gender Mainstreaming
Required Skills and Experience
Education:
- Secondary Education is required.
- Bachelor’s Degree would be desirable, but it is not a requirement.
Experience:
- Minimum 7 years (with Secondary Education) or 4 years (with Bachelor’s Degree) of progressively responsible secretarial, administrative, programme experience, at the national or international level, is required
- Prior experience with UN or other international organization is desirable.
Desired skills in addition to the competencies covered in the Competencies section
- Events Management (including retreats, trainings and meetings) – support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
Required Language(s)
- Fluency in Ukrainian and English is required.
Disclaimer
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.
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