Recrutement de 01 Executive Associate

Recrutement de 01 Executive Associate
Niveau d'études: Non précisé
Expérience: 3 ans
Expire le: 21-09-2022

PNUD
Monrovia, Liberia
Executive Associate

Liberia and 1 more

Job Identification
5560

Locations
Liberia
Monrovia, Liberia

Posting Date
09/07/2022, 04:25 PM

Apply Before
09/21/2022, 04:59 PM

Job Schedule
Full time

Agency
UNDP

Grade
G6

Vacancy Type
Fixed Term

Practice Area
Crisis management / Country Management Support

Bureau
Regional Bureau for Africa

Contract Duration
1 Year with Possibility for extension

Education & Work Experience
Bachelor's Degree - 3 year(s) experience OR High School certificate- 6 year(s) experience

Required Languages
English

Vacancy Timeline
2 Weeks

Mobility required/no mobility
no mobility required

Job Description
Background

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.

Under the guidance and direct supervision of the Resident Representative, the Executive Associate ensures effective and efficient functioning of the Resident Representative's 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 works in close collaboration with Programme, Operations, Building and Facilities Management

Duties and Responsibilities

1. Ensures effective and efficient functioning of the Resident Representative's office focusing on achievement of the following results:

Management of the Resident Representative's office, ensuring an environment of professionalism and team work at all times, and exemplary standard of conduct for the Country office team.
Efficient and discreet management of the Resident Representative's schedules and missions.
Organizing meeting, preparing and summarizing of minutes and summaries of actions to be taken on planned issues and follow-up with focal points.
Screening of incoming communications; filter outgoing correspondence for supervisor’s signature, clearing and follow up on actions by Country office staff, when necessary.
Adhering to appropriate correspondence guidelines by Country office team when communicating with Government, donors and others external parties.
Use of automated office management systems for effective functioning of the Resident Representative's office.
General maintenance and tidiness of the Resident Representative's office.
Arrangement of appointments and meetings for visitors, taking mintues when required.
Maintenance of rosters of high-level partners and telephone lists.

2.Ensures provision of effective communications and administrative 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 and dissemination of corporate and inter office Communication to staff as necessary.
Facilitation of Information sharing with Senior Management, Programmes and Operations teams.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Resident Representative.
Draft routine correspondence,inter office circulars, general briefing notes documents and reports, when requested.
Administration of travel, meetings, appointments and briefings of Resident Representative including drafting of background notes.
Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate divisions.
Support to Organization on advocacy events when required.

3.Ensures facilitation of knowledge building and management focusing on achievement of the following results:

Sound contributions to knowledge networks and communities of practice.
Organizating of trainings to staff on coordination, administration, and protocol issues.

4. Relationship management with internal and external stakeholders with the following key responsibilities:

Maintain relationship and network with Executive Associates of other UN Agencies for ease of communication and knowledge sharing.

Competencies

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

Required Skills and Experience

Business Direction and Strategy : Strategic Thinking

Ability to develop effective strategies and prioritized plans in line with UNDPs objectives, based on the systemic analysis of challenges, potential risks and opportunities; linking the vision to reality on the ground, and creating tangible solutions;
Ability to leverage learning from a variety of sources to anticipate and respond to future trends; to demonstrate foresight in order to model what future developments and possible ways forward look like for UNDP.
Administration & Operations: Documents and records management

Overall document (hard or electronic) management; registry and retention policy including storing and archiving.

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 fulfill 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 concerns.
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.
General (across the functions): Public relations

Ability to build and maintain an overall positive public image for the organization, its mandate and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public.

Education :

Completion of Secondary Education or
University Degree with Business, Public Administration or related fields will be given due consideration

Experience :

Minimum 6 years of relevant experience with Secondary education, or 3 years’ experience with University Degree, of progressively responsible secretarial/ administrative, level
Experience in the usage of computers and office software packages (MS Word, Excel, etc.), experience in handling web-based management systems.
Work experiences in UN Agencies or international organization would be an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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.

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