Job Vacancies United Nations Development Programme (UNDP), June 2012

Job Vacancies United Nations Development Programme (UNDP)
Position: Executive Associate
Location: United States of America ( The ), New York
Closing Date: Friday, 22 June 2012

Duration of Initial Contract: One Year Expected Duration of Assignment: One Year (renewable)

All posts in the GS categories are subject to local recruitment.
Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.
Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.
Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.
Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.
Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).
Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background
Please note: This is a locally recruited position, open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC. Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.
The Bureau of External Relations and Advocacy (BERA) leads and supports the UNDP in cultivating, building and nurturing strategic relationships and alliances that are essential for advancing and successfully achieving the mission of UNDP. To carry out its responsibilities BERA has a Directorate (DIR) and four clusters as follows: Communications (CC); Innovation and Development Alliances (IDAC), Resource Partnerships Cluster (RPC) and Multilateral Affairs and UN Coherence Cluster (MAUCC). The MDG-F Secretariat is also housed in BERA. In addition, BERA has Representation Offices in 5 major donor capitals and in collaboration with Regional Bureaus, manages 2 UNDP Centres in Istanbul and Seoul.
Placed in the Directorate and under the guidance and direct supervision of the Deputy Assistant Administrator (DAA) and the Chief MSU, the Executive Associate is a member of the BERA Management Support Unit and ensures effective and efficient functioning of the DAA office and the MSU, 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 closely with the Executive Associate for the Assistant Secretary General and acts as back-stopping of the latter. The Executive Associate to DAA works in close collaboration with all Bureau of External Relations and Advocacy staff, UN Agencies, partners and stakeholders to ensure efficient flow of information, actions on instructions, agendas.

Impact of Results:
The key results have an impact on the efficiency of the DAA office and BERA Directorate office overall. Accurate analysis and presentation of information strengthens the capacity of the DAA office and promotes the image of Bureau of External Relations and Advocacy, UN/UNDP as an effective contributor in the international development agenda. Incumbent’s own initiative is decisive in results of work and timely finalization.

Duties and Responsibilities
Summary of key functions:
Effective and Efficient functioning of the DAA and Chief, MSU;
Support to Administrative and Financial control;
Provision of effective communications support to the office;
Facilitation of Knowledge Building and Knowledge Management.

Effective and Efficient functioning of the DAA and Chief, MSU:
Maintenance of the supervisors’ calendar, contacts with high-ranking visitors, arrangement of appointments and meetings and taking of minutes when required;
Maintenance of protocol procedures;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Keeps track of all high level in house meetings; task forces and working groups– especially all those that require BERA Directorate & MSU participation– especially the Operations Group and MDG Steering Committee– but also the Accountability & Transparency Board; the QUARRY Senior Management Panel; the ICT Board etc.;
Ensures that BERA Directorate and MSU are informed of the different agenda items of all key corporate meetings;
Preparation of informal translations;
Management of DAA and Chief, MSU missions and representation schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of DAA and Chief, MSU for their signature and making follow-up when required; and
Use of automated office management systems for effective functioning of the DAA and MSU Manager office.

Ensures effective follow up on all transactions pertaining to the BERA Directorate General Operating Budget and keeps staffing, procurement and asset records of the BERA Directorate updated:
Acts as a buyer in the BERA Directorate– prepares all AP Vouchers and Purchase Orders (PO Vouchers) pertaining to the BERA Directorate;
Keeps track of all corporate cell phone accounts pertaining to the BERA Directorate;
Works closely with the Chief, MSU and the Financial Operations Specialist in support of procurement processes pertaining to the BERA Directorate;
Is in charge of travel arrangements for the DAA and BERA MSU;
Is the Corporate Purchasing Card holder for the BERA Directorate;
Supports all procurement processes pertaining to the BERA directorate– supports logistics of panel set up; recipient of submissions to bids and acts as secretary to bid opening sessions for managed by the BERA Directorate;
Acts as supplies and asset focal point for the BERA Directorate– works closely with the BERA Asset and IT focal points in terms of keeping track of all assets depending directly from the BERA Directorate. Ensures that there is a systematic oversight and timely stock keeping of all necessary offices supplies; and
Is the focal point for all logistics regarding the main BERA Conference Room DC1 19th floor– keeps the master schedule and ensures smooth schedule management.

Provision of effective communications support to the office:
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 DAA Office and ExO, Assistant Administrator and the Bureau Units and Offices;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to DAA and Chief, MSU;
Screening of all incoming calls and correspondence; and
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Facilitation of Knowledge Building and Knowledge Management:
Sound contributions to knowledge networks and communities of practice;
Organization of specialized trainings for secretaries; and
Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies
Corporate Competencies:
Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies:
Knowledge Management and Learning
Shares knowledge and experience; and
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.

Development and Operational Effectiveness
Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of RR/RC office, including data / schedule management, maintenance of protocol, information flow;
Confidentiality; and
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems.

Leadership and Self-Management
Focuses on result for the client and responds positively to feedback;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure; and
Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience
Education:
Secondary Education with specialized secretarial training;
University Degree or equivalent would be desirable, but it is not a requirement.

Experience:
Minimum 6 years of progressively responsible secretarial, administrative, program experience is required at the national or international level;
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.

Language Requirements:
Fluency in English is required. Knowledge of another UN Language an asset.

N. B: All the applicants are required to submit a completed/signed P-11 form (UN Personal History Form) detailing the qualification and experience they can bring to the post. Kindly upload P-11 form from link: http://sas.undp.org/documents/P11_Personal_history_form.doc
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.

United Nations Development Programme
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