UNDP Jobs in Uganda; Executive Associate to Resident Representative/Resident Coordinator

Job Title:        Executive Associate to Resident Representative/Resident Coordinator - Open to Ugandans Only
Job Location:        Kampala, Uganda
Employer:        Global Pulse
Additional Category    Management
Type of Contract :    FTA Local
Post Level :        GS-6
Languages Required :    English 
Starting Date :        (date when the selected candidate is expected to start)    01-May-2014
Duration of Initial Contract :        One Year
Expected Duration of Assignment :    One Year (Renewable)
Background
Under the guidance and direct supervision of the Resident Representative/ Resident Coordinator (RR/RC), the Executive Associate to RR/RC ensures effective and efficient functioning of the RR/RC 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 can supervise the secretarial and clerical staff of the office. The Executive Associate to RR/RC works in close collaboration with UNDP staff, RC Office staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities
Summary of key functions:

•     Ensures effective and efficient functioning of the RR/RC office focusing on achievement of the following results:
•     Maintenance of the supervisor’s calendar, contacts with high-ranking visitors,   arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
•     Maintenance of protocol procedures;
•     Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
•     Preparation of informal translations;
•     Management of RR/RC missions and representation schedule;
•     Maintenance of rosters of high-level partners, telephone lists;
•     Preparation of correspondence, directives, comments on behalf of RR/RC for his/her signature and making follow-up when required.

Use of automated office management systems for effective functioning of the RR/RC office:

    Administrative support to high-level visits;

•     Work closely with RC office staff to advance UN Delivering as One and effective inter-agency communication and meetings.
• Ensures provision of effective communications 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, follow up on circulation files;
•     Facilitation of information sharing between UNCT and the UN Coordination Unit;
•     Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC;
•     Screening of all incoming calls and correspondence;
•     Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

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

Impact of Results:
    The key results have an impact on the efficiency of the RR/RC office and the Delivering as One agenda.  Accurate analysis and presentation of information strengthens the capacity of the RR/RC office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

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;
•     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;
•     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;
•     Demonstrates openness to change and ability to manage complexities.

Required Skills and Experience
Education:

•     An advanced secondary education;
•     University Degree in Secretarial studies or equivalent with specialized training in Secretarial studies is desirable but not a requirement.

Experience:

•     6 years of progressively responsible secretarial, administrative, programme 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 the UN and national language of the duty station.

UNDP is any Equal Opportunity Employer. Highly Qualified women are encouraged to apply. Short listed candidates will be required to send certified copies of academic credentials.

Deadline Date: 04/04/2014

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