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Under the guidance and direct supervision of the RR/RC, the Executive Associate to RR/RC ensures effective and efficient functioning of the RR/RC office, 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 the secretarial and clerical staff of the office. The Executive Associate to RR/RC works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
1. Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:
• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
• Maintenance of protocol procedures.
• Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
• Preparation of informal translations.
• Management of RR/RC missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the RR/RC office.
2. Ensures provision of effective communications support to the office focusing on achievement of the following results:
• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office, follow up on circulation files.
• Facilitation of information sharing between UNCT and the UN Coordination Unit.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC.
• Screening of all incoming calls and correspondence.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
3. Provides support to strategic partnerships and implementation of the resource mobilization strategy focusing on achievement of the following results:
• Provides support to the relationships across the UNCT and donors, ensuring that appropriate client services are provided.
• Analysis of information on donors, preparation of donor’s profile and database, establishment of contacts with donor counterparts.
• Track and reporting on mobilized resources.
4. Provides support to effective advocacy of UN activities, under the guidance of the UN Coordination Specialist, focusing on the achievement of the following results:
• Maintenance of information on RC system activities.
• Contribute to the updating and maintenance of the UN website.
• Preparation of public information materials as requested.
5. Provides support to the HC’s responsibilities by working closely with OCHA focusing on the achievement of the following results:
• Schedule the HC’s appointments and arrange various meetings
• Secretarial and logistical support for various meetings, workshops and conferences
• Prepare e-requisitions, make travel arrangements according to COA provided by OCHA and process F10 claims.
Competencies
Core Competencies:
• Demonstrating/safeguarding ethics and integrity
• Demonstrate corporate knowledge and sound judgment
• Self-development, initiative-taking
• Acting as a team player and facilitating team work
• Facilitating and encouraging open communication in the team, communicating effectively
• Creating synergies through self-control
• Managing conflict
• Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making
Functional Competencies:
Building Strategic Partnerships
Maintaining information and databases
• Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Basic research and analysis
• Researches best practices and poses new, more effective ways of doing things
• Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Fundamental knowledge of processes, methods and procedures
• Understands the main processes and methods of work regarding to the position
• Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
• Strives to keep job knowledge up-to-date through self-directed study and other means of learning
• Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Presentation of information on best practices in organizational change
• Documents ‘best practices’ in organizational change and development within and outside the UN system
• Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Data gathering and implementation of management systems
• Uses information/databases/other management systems
• Provides inputs to the development of simple system components
Client Orientation
Maintains effective client relationships
• Reports to internal and external clients in a timely and appropriate fashion
• Organizes and prioritizes work schedule to meet client needs and deadlines
• Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
• Responds to client needs promptly
Promoting Accountability and Results-Based Management
Gathering and disseminating information
• Gathers and disseminates information on best practice in accountability and results-based management systems
• Prepares timely inputs to reports
• Maintains databases
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