Executive Associate

Job title:

Executive Associate

Company

United Nations Development Programme

Job description

1) Provide administrative and logistical support in the preparation of UNSGSA meetings, events, official visits and international engagements.

• Support the logistical planning of in-person meetings and events hosted by the Office of the UNSGSA, including the preparation of background documents, agendas and other relevant materials (save-the-dates, invitations, and take aways), as well as RSVP management.
• Coordination of weekly team meetings and communications with the Dutch Royal House in The Hague.
• Coordinate and manage team travel, ensuring the timely processing of visas, bookings, registrations, and travel processing in Quantum. Liaise with international counterparts in-country UN and UNDP offices and Dutch embassies for the expediting of visa approvals and coordinating shipments.
• Coordinate with the Dutch Royal House in the planning and execution of virtual high-level bilateral meetings and roundtables.
• Participate in mission travel as required.

2) Provide administrative and financial controls to the office of the UNSGSA

• Assist with the overall management of administrative services and ensure implementation of operational strategies. Ensure full compliance of administrative activities with UN/UNDP rules, regulations, policies, and strategies.
• Coordinate and oversee procurement processes for small value procurement of goods and services in full compliance with UNDP policies and procedures.
• Manage invoicing and payment processes, maintain financial and accounting records such as commitments and expenditures in Quantum
• Manage purchase orders, confirmation of availability of funds prior to review by supervisor, creation of vendor set-up information in Quantum. Check and verify suppliers’ invoices and process payments.
• Support supply and assets management, including acquisition of goods and services required for efficient office operations, proper inventory control, coordinating the provision of quality office supplies, services, and repairs, ensuring compliance with UNDP rules. Assist in preparation of documents for audit as needed.

3) Support office operations and management

• Supports the Director in monitoring and managing office budget by preparing budget status reports and projections.
• Support the management of the Director’s calendar and coordinate meetings and virtual conferences with international partners.
• Maintain current distribution lists and regularly update the UNSGSA contacts database.
• Support recruitment, on-boarding of new staff, team training sessions, and team retreats.
• Process international shipments and the mailing of publications to stakeholders and in-country counterparts, including the distribution of the UNSGSA annual report.

4) Support preparation and ensure quality control of briefs, background papers, analysis of reports and other substantive information

• Support the preparation of timely and high-quality briefing notes, meeting participant biographies, letters, and other substantive information for the Office of the UNSGSA.
• Proofread, format, and check for accuracy briefing notes, talking points, background papers, speeches, letters and other communications and other substantive materials shared with the UNSGSA, ensuring timely submission of briefing documents and dossiers to the UNSGSA’s Secretariat in The Hague.
• Draft high-level correspondence with key partners and stakeholders.
• Under the guidance of the Director, prepare and ensure information flow between the Office of the UNSGSA and its partners, paying particular attention to the quality control of the information provided.
• As needed, draft meeting minutes and takeaways for calls with the UNSGSA and meetings, in close collaboration with Programme Specialists.

5) Support knowledge building and knowledge sharing.

• Manage office shared files, ensuring proper record keeping of key documents and correspondence.
• Briefing/debriefing of staff members on issues relating to area of work. Support the training of staff in administrative procedures.
• Perform any other duties as may be assigned by the Director.

CompetenciesCore Competencies – UNDP Core Competencies can be found .

• 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:Business Management – Operations Management

• Ability to effectively plan, organize, and oversee the organization’s business processes to convert its assets into the best results in the most efficient manner. Knowledge of relevant concepts and mechanisms

Finance – Financial planning and budgeting

• Ability to create and manage processes to achieve UNDP’s long and short-term financial goals, including thorough planning, budgeting, forecasting, analyzing and reporting

Partnership Management – Relationship ManagementCommunication – 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.

Procurement Sourcing Ability to find, evaluate and engage suppliers of goods and servicesAdministration and 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 – 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. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns.

Required Skills and ExperienceEducation:

• Secondary education (high school diploma) is required.
• University Degree in business administration, international relations, politics, economics, development studies or equivalent field will be given due consideration, but it is not a requirement.

Experience:

• Minimum of 7 years (with Secondary Education) or 4 years (with Bachelor’s degree) of progressively responsible experience in administrative support and financial and budgetary management is required.
• Experience managing UNDP administrative, financial, travel and procurement processes. Proficiency in using UNDP-wide systems (e.g. Quantum, UNAll) required.
• Capacity to prioritize multiple tasks, meet deadlines even in imperfect conditions and thrive as part of a small and fast-moving team.
• Excellent oral and written communication skills, with an ability to sum up key points concisely.
• High level of professionalism and confidentiality in handling sensitive information.
• Experience with diplomatic protocol around high level events, meetings and correspondence is desirable.
• Working knowledge of the international development field and experience in liaising with partners in inter-governmental processes is desirable.

Language:

• Fluency in English is required. Knowledge of another UN language is an advantage.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.DisclaimerUnder 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.

Expected salary

Location

New York

Job date

Wed, 23 Oct 2024 23:43:34 GMT

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