Виконавчий помічник/ця постійного представника ПРООН

ПРООН в Україні шукає виконавчого помічника/цю постійного представника ПРООН.

Кінцевий термін подання резюме: 1 листопада 2022.

Посилання для заповнення резюме.

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.

Duties and Responsibilities

Under the guidance and direct supervision of the Resident Representative and in close coordination with the Deputy Resident Representative, Executive Associate shall work in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.

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 verbal, 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

Competencies

• 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 and Technical

• Business Direction and Strategy — System Thinking: •Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
• Business Direction and Strategy — Effective Decision Making: •Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources
• Business Development — UNDP Representation: •Ability to represent UNDP and productively share UNDP knowledge and activities; advocate for UNDP, its values, mission and work with various constituencies
• Business Management — Partnership Management: •Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies
• Business Management — Knowledge Generation: •Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need
• Administration & Operations — Documents and records management: •Overall document (hard or electronic) management; registry and retention policy including storing and archiving
• 2030 Agenda: People — Gender Mainstreaming: •Knowledge of gender equality and women’s empowerment issues and ability to apply it to strategic and/or practical situations, e.g. gender-responsive recruitment

Required Skills and Experience

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

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

Required Skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
• Knowledge of other official UN languages is desirable

Desired Skills:

• Events Management (including retreats, trainings and meetings) — Support offices with event management including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Languages:

• 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.