Executive Associate

UNDP is committed to achieving workforce diversity in terms of gender, nationality, and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. 

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 is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDPBelize

UNDP has been engaged in Belize for over 40 years.  The Country Office is led by a Resident Representative based in Jamaica with the Deputy Resident Representative functioning as the Head of Office.  The UNDP CO has two substantive programmatic portfolios led by Programme Analysts and an Operations team led by an Operations Analyst.

Under the guidance and direct supervision of the Deputy Resident Representative (DRR), the Executive Associate ensures 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 promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the DRR’s office

The Executive Associate to the DRR 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.

1. Ensure effective and efficient functioning of the Deputy Resident Representative (DRR) 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 Deputy Resident Representative missions and representation schedule.
• Prepare correspondence, directives, and comments on behalf of DRR 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 DRR’s Office, UN Country Team, and the UN Coordination Unit.
• Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the DRR.
• 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.

 

   4. Provide support for effective administrative and financial control in the Country Office.

 

• Arrange travel and hotel reservations, and prepare travel authorizations within Corporate Platform.
• Provide support to staff members and their dependents by processing requests for visas, identity cards and other documents in accordance with requirements of the United Nations and national government.
• Compile and prepare briefing and presentation materials, speeches, background information and documentation for meetings and missions
• Provide backstopping support to reception functions when necessary
• Support with payment processes for Management’s Institutional Budgets

 5. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Institutional Arrangement

The Executive Associate will works under the general supervision of Deputy Resident Representative

 

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
Administration & Operations	Documents and records managemen	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 concer
Business Development	Knowledge Generation	Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need

 

Minimum Qualifications of the Successful NPSA

Minimum Education requirements	Secondary education is required University Degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement
Minimum years of relevant work experience	Minimum of  7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level.
Required skills	Experience in the use of computers, office software (MS Word, Excel, etc), database packages, and web-based management systems such as ERP.
Desired Skills	Experience working with the United Nations or other international entity an asset Experience in the use of Quantum is an asset; Spanish is an asset
Required Language(s)	Fluency in English is required

 

Disclaimer

Important applicant information

All posts in the NPSA categories are subject to local recruitment.

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.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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