Executive Associate

United Nations Development Programme (UNDP)

Background

The UNDP Malawi Country Office looks for individuals who are self-starters and are able to promote a good working ambiance, while delivering effective results that enhance the visibility of the office. Thus, members of the team are expected to be excellent team players, have the capacity to work well together, and step in and perform other functions when required to support the diverse needs of the CO.

Under the guidance and direct supervision of the RR, the Executive Associate has strong communication and organizational skills to ensure effective and efficient functioning of the UNDP front office (servicing primarily the RR but if required also Deputy Resident Representative). S/he ensures full confidentiality in all aspects, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. S/he provides day-to-day support services to the RR to ensure the high quality, accuracy and consistency of the functioning of the front office (RR and DRR).

S/he works in close collaboration with UNDP staff, UN Agencies, national authorities and development partners. Within UNDP, s/he works closely with operations, programme and project staff in the CO, as well as counterparts in the regional center (Addis) and Headquarters (NY). S/he will maintain a close liaison with team members to ensure the coherence of work and activities. S/he acts as note taker to Senior Management Team meetings and meetings of the RR where requested.

The Executive Associate is also entrusted with the maintenance of records of all signed agreements on cost-sharing, trust funds, and other relevant documentation. S/he will have excellent logistical skills in order to lead in the preparation of high-level meetings and missions, as well as organization of large and public events by the UNDP in Malawi. The Executive Associate will backstop other colleagues in the Country Office during temporary absences or according to exigencies of service.

Duties and Responsibilities

Ensures effective and efficient functioning of the UNDP front 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.
  • Coordination of high-quality briefing materials for appointments, meetings, missions.
  • Preparation of informal translations
  • Management of RR missions and representation schedule.
  • Maintenance of rosters of high-level partners, telephone lists.
  • Preparation of correspondence, directives, comments on behalf of RR for his/her signature and making follow-up when required.
  • Use of automated office management systems for effective functioning of the RR office.
  • Support to knowledge building and knowledge sharing.
Ensures provision of effective communications support to the office focusing on achievement of the following results:
  • Drafts correspondence with appropriate tone and content.
  • 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.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR.
  • Screening and prioritization of all incoming calls and correspondence, to RR. Organizing and tracking responses.
  • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the front office and various divisions of CO.
Provides effective support to management of the CO focusing on the achievement of the following results:
  • Performs as Note Taker to the Senior Management Team meetings and documents action points for follow up work.
  • Organizing of UNDP events, conferences and high-level missions.
  • Provides support to organizing CO events and staff meetings
  • Supports partnership and resource mobilization by: maintaining contacts with counterparts in other organizations – Government, Development Partners, CSOs etc.; preparing basic input into Briefing Notes on key organizations; taking notes in key meetings; keeping up to date biographies of key partners; ensuing an effective filing system keeping track of meetings with key partners
Supports knowledge building and knowledge sharing through:
  • Provides support in the coordination and follow up of information
  • Participation in the trainings for the operations/ projects staff.
  • Contributions to knowledge networks and communities of practice
  • Organization of trainings to UN staff on coordination, administration and protocol issues.
Ensures facilitation of administrative processes and efficient communication sharing and business management focusing on achievement of the following results:
  • Sound contribution to the improvement of communication channels and information sharing between RR Office and all staff.
  • Focal point of communication and relationship between UNDP and RCO on behalf or when required by the RR
  • Accurate support to the CO RC/RR delinking focal and adequate facilitation for operational issues related to UNDP support to RCO

Competencies

Innovation (Ability to make new and useful ideas work)
Adapts deliverables to meet client needs
  • Interprets policies and guidance within context and applies with judgment
  • Anticipates obstacles and applies practical solutions
  • Continually seeks improvement and agility in service delivery
  • Collaborates to improve methods and delivery
Leadership (Ability to persuade others to follow)
Proactively seeks and recognizes contributions of others
  • Actively engages teams and encourages dialogue within and across teams
  • Determines appropriate resources, methods, partners, information and solutions
People Management (Ability to improve performance and satisfaction)
Appropriately involves team in different stages of work and decision-making
  • Seeks and values other’s initiatives and expertise
  • Supervises teams with consistent direction and drives team engagement
Communication (Ability to listen, adapt, persuade and transform)
Expresses information and views with adaptive reasoning and appreciation for complexity and variation
  • Proactively expresses insights and/or questions in order to contribute to clarity, accuracy, and focus in one’s work
  • Speaks on behalf of team with professionalism and integrity consistent with UN values
Delivery (Ability to get things done while exercising good judgement)
Takes responsibility for addressing critical situations and delivering core value
  • Demonstrates commitment to clients and quality
  • Works to agreed goals dealing with challenges constructively
  • Responsible for project implementation and/or team deliverables
  • Ability to exercise sound judgement in delivering services and supervising teams

Required Skills and Experience

  • Diploma in Business/Public Administration, Political/Social Sciences with 6 years’ of progressively responsible administrative experience OR Bachelors Degree in Business/Public Administration, Political/Social Sciences with 3 years’ of progressively responsible administrative experience
  • University specialization in project management or equivalent would be desirable, but it is not a requirement
  • Experience in dealing with senior officials, diplomats and a large demanding clientele.
  • Experience in operational support and logistics management at national or international level would be an asset
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc.) and knowledge of spreadsheet and database packages, experience in handling of web-based management systems.
  • Proficiency in English and good command of Chichewa. Working knowledge of another UN official language will be an asset

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