UNDP Jobs; Executive Associate to Deputy Country Director (Operations)

Job Title: Executive Associate to Deputy Country Director (Operations) DCD- O

Job Location: Kampala, Uganda

Employer: United Nations Development Programme (UNDP)

Post Level: GS6

Reports to: Deputy Country Director (Operations) DCD- O

About UNDP:

The United Nations Development Programme (UNDP) is the United Nations’ global development network.  UNDP advocates for change and connects countries to knowledge, experience and resources to help people build a better life. The UNDP provides expert advice, training, grant support to developing countries including Uganda with increasing emphasis on assistance to the least developed countries.

Job Overview: The UNDP Executive Associate will be  responsible for the effective and efficient functioning of the DCD/O’s office whilst ensuring 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 Front Office, Programme, Business Development and Operations Teams, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Key Duties and Responsibilities: 

1. Ensures effective and efficient functioning of the DCD/O’s Office focusing on achievement of the following results:

• In charge of the management of the DCD/O’s Office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
• Efficient and discreet management of the DCD/O’s schedules;
• Responsible for the organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible;
• Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners;
• Use of automated office management system.

2. Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

• Responsible for the maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system;
• In charge of the coordination of the information flow in the office, and dissemination of corporate and interoffice communication to staff as required;
• Active facilitation of information sharing with, Programme and Operations Teams as well as other units;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to DCD/O’s Office.
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports and minutes of meetings when requested, translations when required;
• Administration of travel, meetings, appointments and briefings of DCD/O; including drafting of background notes;
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for operations SOPs maintenance and sharing with all staff;
• Support to organization of UN Surveys (Hardship, Cost of Living and DSA) by sending out instructions, coordinating data collection from agencies and drafting the consolidated reports;
• Support to any other Operations Unit if required.

3. Administrative support to the UN Operations Management Team (OMT) focusing on achievement of the following results:

• Drafting agenda points for OMT meeting and organizing the meetings;
• Taking notes of OMT meetings and preparing minutes;
• Following up on recommendations and actions decided by the OMT.

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 trainings for UNDP staff on coordination, administration and protocol issues.

Job Requirements: 

• The candidates for the United Nations UNDP Executive Associate vacancy should hold Bachelor’s Degrees in Public Administration or  any other discipline with a specialized  training in secretarial and office management;
• Six or more years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
• Significant experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems

Language and IT Skills: Fluency in the UN and national language of the duty station

Personal 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

Core Competencies:

Development and Operational Effectiveness: Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of DCD/O’s 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.

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.

Deadline Date: 03/12/2014

Click Here to Apply