UN Admin Jobs – Executive Associate to Deputy Country Director (Operations) at United Nations Development Programme (UNDP)

Organization: United
Nations Development Programme (UNDP)
Duty Station: Kampala,
Uganda
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 Summary: 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.
Qualifications, Skills and Experience: 
  • 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.
How to Apply:
All suitably qualified and
interested candidates who so desire to join the United Nations Development
Programme, UNDP, in the aforementioned capacity should endeavor to Apply Online
by Clicking on the link below. Please further review job requirements and if competent
Click Apply Now.
Deadline: 3rd December 2014

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