ПРООН в Україні шукає Executive Associate to the Resident Representative.

Deadline for application: 10 November 2021. 

For more information please visit: https://www.ua.undp.org/content/ukraine/uk/home/jobs.html

Under the guidance and direct supervision of the Resident Representative and in close coordination with the Deputy Resident Representative, the Executive Associate ensures effective and efficient functioning of their respective offices, 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 UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.

 The incumbent is entrusted with the ongoing management and flow of internal communication and as such s/he is expected to deliver information with expediency, efficiency, discretion and tact with the different units in communications, operations and programme teams.

 Scope of Work

 Summary of Key Functions:

• Ensuring effective and efficient functioning of the RR Office
• Provision of communications and administrative support 
• Support to the substantive and financial management of the CO programmes. Facilitation of knowledge building and knowledge sharing

1.  Ensures effective and efficient functioning of the RR and DRR offices focusing on achievement of the following results:

• Manage the RR and DRR offices, ensure an environment of professionalism and teamwork environment at all times, and set exemplary standards of conduct for the CO team;
• Manage RR’s and DRRs schedules efficiently and discretely with due regard to a balanced load, ensure punctuality, and help maintain a professional CO image and conduct for the CO team of support staff;
• Organize regular and ad-hoc meetings taking minutes and summarizing actions for follow up by the RR and DRR;
• Screen all incoming communications, establish priorities and advise RR and DRR, filter  outgoing correspondence for RR and DRR’s signature, clearance and further action by other  staff; wherever possible. 

2. Ensures effective communications and administrative support to the office, focusing on achieving the following results:

•  Initiatives to handle routine matters in close consultation with the RR and DRR.
• Maintenance of the filing system (digital or hardcopy) ensuring safekeeping of confidential materials. Use of automated filing system.
• Facilitation of information shared by UNCT for UNDP’s senior management effective participation.
• Up-to-date information and data on UN country team, UN thematic groups’ activities and initiatives;
• Drafting of routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested;
• Conduct of information search and research as required.
• Preparation of formal and informal translation of note verbales, invitations, and other information required by RR and DRR;
• Arrangements and contacts for RR and DRR travel, including preparation of agenda and schedules, confirmation of appointments, briefing materials, etc.
• Timely follow up with relevant staff on the preparation of RR and DRR’s speeches and screen them before finalization;
• Ensuring full compliance with established protocol and correspondence guidelines by CO teams when communicating with Govt. and other external partners;

Programme Teams are kept informed of important corporate initiatives and policies, programming and operational matters.

 3.   Provides support to the substantive and financial management of the CO programmes focusing on the achievement of the following results:

•  Presentation of thoroughly researched information for formulation of country programme, preparation of draft project documents, work plans, budgets, proposals on implementation the of the CO engagements. 
• Initiation of a project, entering project into Atlas, preparation of required budget revisions.
• Provision of guidance to the executing agencies on routine implementation of projects, tracking use of financial resources.
• Follow up on performance indicators/ success criteria, targets and milestones, preparation of reports.
• Analysis of the situation in programme, identification of operational and financial problems, development of solutions.

Inputs into preparation for conduct of audit of NIM/DIM projects, implementation of audit recommendations.

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

•  Sound contributions to knowledge networks and communities of practice.
• Organization of specialized trainings for team members.

Organization of trainings to UN staff on coordination, administration and protocol issues.

 Institutional Arrangement:  

• the Resident Representative and in close coordination with the Deputy Resident Representative.  Works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.
• Nationals or others legally authorized to work in Ukraine are eligible for consideration.

Competencies and Selection Criteria

Innovation

Ability to make new and useful ideas work

Level 3: Adapts deliverables to meet client needs

Leadership

Ability to persuade others to follow

Level 3: Proactively seeks and recognizes contributions of others

People Management

Ability to improve performance and satisfaction

Level 3: Appropriately involves team in different stages of work and decision-making

Communication

Ability to listen, adapt, persuade and transform

Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation

Delivery

Ability to get things done while exercising good judgement

Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional

Collaboration and Partnerships

Ability to develop, maintain, and strengthen partnerships with others inside (Programmes/projects) or outside the organization who can provide information, assistance, and support.  Sets overall direction for the formation and management of strategic relationships contributing to the overall positioning of UNDP.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Job Knowledge

Ability to demonstrate and apply professional and/or technical expertise/knowledge of the post or discipline. Focusing on the knowledge and skill areas necessary to effectively perform the functions of the post. Identifying and seeking to expand knowledge and improve work processes.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Knowledge Management

Ability to capture, develop, share and effectively use information and knowledge

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Operational Efficiency

Ability to identify and execute opportunities to improve operational efficiency

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Client Orientation

Ability to understand and meet or exceed client needs in a discreet and tactful manner.. Anticipating and addressing client needs and concerns.  Developing innovative approaches to meeting client needs. Ensuring overall provision of quality services to clients.

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Event, Meeting, and Workshop Management

Ability to plan and organize events

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Report Writing

Ability to prepare quality reports / briefs

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Scheduling and Coordination

Ability to manage meeting requests and appointments with ease and positivity

Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work.

Minimum Qualifications of the Successful NPSA

 Education: 

• Secondary Education with specialized secretarial training.  
• University Degree or equivalent would be desirable, but it is not a requirement.

Min. years of relevant Work experience:

• 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. 
• Alternatively, if in possession of a Bachelor’s Degree, only 3 years of relevant experience would be required.

Required  skills and competencies: 

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.). 

Desired additional skills and competencies:

• Prior experience with UN or other international organization is desirable.
• Knowledge of other official UN languages is desirable.

Required Language(s):

Fluency in English and Ukrainian.

The following documents shall be required from the applicants:

• Personal CV or P11, indicating all past positions held and their main underlying functions, their durations (month/year), the qualifications, as well as the contact details (email and telephone number) of the Candidate, and at least three (3) the most recent professional references of previous supervisors. References may also include peers.
• A cover letter (maximum length: 1 page) indicating why the candidate considers him-/herself to be suitable for the position.
• Relevant certificates in Human Resources, if any.

 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. Scam warning The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

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