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
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