Executive Associate Vacancy-Job Ref: JKCGUNDP/1301/202404
UNDP
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Brazzaville
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Executive Associate Vacancy-Job Ref: JKCGUNDP/1301/202404
Brazzaville (Republic of the Congo)
JOB DESCRIPTION
UNDP is committed to recruiting staff who are diverse in terms of gender, nationality and culture. We also encourage people from ethnic minorities, indigenous communities or people with disabilities to apply. All applications will be treated in the strictest confidentiality.
UNDP does not tolerate sexual exploitation and/or abuse, or any form of harassment, including sexual harassment, and/or any forms of discrimination. All selected candidates will therefore have to undergo rigorous checks relating to the references provided as well as their background.
I. Position Information
II. Background and Organizational Context
Under the direction and direct supervision of the Resident Representative (RR), the Executive Associate of the Resident Representative and the Deputy Resident Representative ensures the effective and efficient functioning of the UNDP Representation office. He/She guarantees absolute confidentiality in aspects of his/her assignment, maintains protocol procedures, management of information flow and monitoring of deadlines and commitments made.
The Executive Associate works closely with staff from UNDP, the Resident Coordinator’s office, United Nations System (UNS) Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
III. Position Purpose
The Executive Associate provides administrative and organizational support to the management of the UNDP Representation office. He/she is involved in all day-to-day matters related to the work of his/her line managers and contributes to the smooth running of the office.
IV. Main tasks and responsibilities
In this section list up to five primary functions/accountabilities of the position (Typically one sentence each) and examples of duties that must be performed to successfully accomplish key responsibilities.
1- Ensure the effective and efficient functioning of the Representation office by placing emphasis on the following results:
Manage the Resident Representative (RR) and Deputy Resident Representative (RRA) agenda, high-ranking visitors, appointments and meetings, act as interpreter when necessary and/or take notes.
Maintain protocol procedures.
Prepare high quality briefing materials for RR appointments, meetings, missions.
Manage the schedule of missions and other RR commitments.
Prepare the roster of high-ranking partners and the telephone directory.
Prepare correspondence, directives, comments on behalf of the RR for signature and follow up if necessary.
Ensure the administration of RR and RRA travel, meetings, appointments and briefings, including drafting background notes;
Use automated management systems for efficient operation of the RR office.
2- Ensure effective communication by emphasizing the following results:
Facilitate information sharing between the Country Team and the Resident Coordinator’s office.
Track deadlines, commitments made, actions taken, coordination, collection and submission of reports to the RR.
Screen all incoming calls and correspondence.
Draft routine correspondence, interdepartmental circulars, general briefing notes, documents, reports and meeting minutes upon request, translations if necessary;
Present proposals to eliminate communication bottlenecks in the office and streamline procedures between office management and staff members.
3- Ensure the facilitation of management and capacity building, with emphasis on the following results:
Contribute substantively to knowledge sharing networks.
Brief staff members on general administrative matters and protocol.
4- Ensure quality archiving by placing emphasis on the following results:
Maintain a filing and archiving system that guarantees the safeguarding of confidential documents; use an automated filing system.
Coordinate the flow of information in the office, monitor the circulation of files.
V- Required skills
In this section, describe the job requirements
1- Training
Secondary school diploma specialized in administration or secretarial work is required or
A university degree at bachelor’s level (Bac+3)
2- Experience, knowledge and skills
At least 6 years (with a secondary level) or 3 years (with a license) of relevant professional experience in secretarial, assistantship, or administration
Fluency in French in all aspects (oral and written) is required;
Knowledge of English is an asset to facilitate contacts with other colleagues at headquarters and foreign colleagues in Country Offices.
Proficiency in Microsoft Office (Word, Powerpoint, Excel, Outlook, internet, etc.)
Strong writing, proofreading and verbal communication skills.
Professional experience in the United Nations system will be considered an asset
Ability to organize and complete multiple tasks by prioritizing
Ability to process information and documents confidentially
Ability to perform a variety of repetitive and routine tasks and functions related to the position
Ability to review data, identify and correct discrepancies
Ability to manage a large volume of work, possibly within tight deadlines
Good knowledge of administrative rules and regulations
Ability to produce accurate and well-documented files that meet required standards.
Ability to be open to change and manage complexities
VI. Expected skills
Basic
Achieve results
LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work on time.
Innovation capacity
LEVEL 1: Open to creative ideas/known risks, solves problems pragmatically, makes improvements
Always learn
LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Act with determination
LEVEL 1: Demonstrates dynamism and motivation, able to express oneself calmly in the face of adversity, confident.
Get involved and join
LEVEL 1: Shows compassion/understanding towards others, builds positive relationships
Foster diversity and inclusion
LEVEL 1: Appreciation/respect for differences, awareness of unconscious bias, fight against discrimination
Transversal and technical skills
Thematic Name Definition
Administration and Operations Document management and archiving Level 1.1: Overall management of documents (paper or electronic);
Administration and Operations
Event management
(including pensions, training and meetings)
Level 1.1: Ability to manage events, including identifying locations,
accommodation, logistics, catering, transportation and disbursements, etc.
Management Communication
Level 1.1: Ability to communicate clearly, concisely and unambiguously, both in writing and verbally; to adapt messages and
Management Customer orientation
Level 1.1: Maintaining good relationships with customers
Promote organizational change and development Presenting information on best practices in organizational change
Level 1.1: Demonstrates ability to identify problems and propose solutions
Keywords
Administration;
Protocol
Archiving
Discretion
Information sharing
Disclaimer
Female applications meeting the desired profile are strongly encouraged!
Important information for applicants
All positions in GS categories are subject to local recruitment.
Information for candidates regarding the UNDP Roster
Note: UNDP reserves the right to select one or more candidates from this vacancy notice. We may also maintain applications and consider candidates applying for this position for other similar positions within UNDP, at the same hierarchical level and with similar job description, experience and educational requirements.
Workforce Diversity
UNDP is committed to diversity among its staff and encourages all qualified applicants, regardless of gender, nationality, disability, sexual orientation, culture, religion and origin ethnic, to apply. All applications will be treated in the strictest confidentiality. We strongly encourage female applications.
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