• Country: Brazzaville, Congo
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNDP
• Gender: Both
• Deadline: 2024-01-11

III. Position Purpose

The Executive Associate provides administrative and organizational support to the management of the UNDP Representation office. He/she is involved in all day-to-day matters related to the work of his/her line managers and contributes to the smooth running of the office.

IV. Main tasks and responsibilities

In this section list up to five primary functions/accountabilities of the position (Typically one sentence each) and examples of duties that must be performed to successfully accomplish key responsibilities.

1- Ensure the effective and efficient functioning of the Representation office by placing emphasis on the following results:

• Manage the Resident Representative (RR) and Deputy Resident Representative (RRA) agenda, high-ranking visitors, appointments and meetings, act as interpreter when necessary and/or take notes.
• Maintain protocol procedures. 
• Prepare high quality briefing materials for RR appointments, meetings, missions.
• Manage the schedule of missions and other RR commitments.
• Prepare the roster of high-ranking partners and the telephone directory.
• Prepare correspondence, directives, comments on behalf of the RR for signature and follow up if necessary.
• Ensure the administration of RR and RRA travel, meetings, appointments and briefings, including drafting background notes;
• Use automated management systems for efficient operation of the RR office.

2- Ensure effective communication by emphasizing the following results: 

• Facilitate information sharing between the Country Team and the Resident Coordinator’s office.
• Track deadlines, commitments made, actions taken, coordination, collection and submission of reports to the RR.
• Screen all incoming calls and correspondence.
• Draft routine correspondence, interdepartmental circulars, general briefing notes, documents, reports and meeting minutes upon request, translations if necessary;
• Present proposals to eliminate communication bottlenecks in the office and streamline procedures between office management and staff members.

3- Ensure the facilitation of management and capacity building, with emphasis on the following results:

• Contribute substantively to knowledge sharing networks.
• Brief staff members on general administrative matters and protocol.

4- Ensure quality archiving by placing emphasis on the following results:

• Maintain a filing and archiving system that guarantees the safeguarding of confidential documents; use an automated filing system.
• Coordinate the flow of information in the office, monitor the circulation of files.

V- Required skills

In this section, describe the job requirements

1- Formation

• Secondary school diploma specialized in administration or secretarial work is required or
• A university degree at bachelor’s level (Bac+3) 

2- Experience, knowledge and skills

• At least 6 years (with a secondary level) or 3 years (with a license) of relevant professional experience in secretarial, assistantship, or administration
• Fluency in French in all aspects (oral and written) is required;
• Knowledge of English is an asset to facilitate contacts with other colleagues at headquarters and foreign colleagues in Country Offices.
• Maîtrise de Microsoft Office (Word, Powerpoint, Excel, Outlook, internet, etc.)
• Strong writing, proofreading and verbal communication skills.
• Professional experience in the United Nations system will be considered an asset
• Ability to organize and complete multiple tasks by prioritizing
• Ability to process information and documents confidentially
• Ability to perform a variety of repetitive and routine tasks and functions related to the position
• Ability to review data, identify and correct discrepancies
• Ability to manage a large volume of work, possibly within tight deadlines
• Good knowledge of administrative rules and regulations
• Ability to produce accurate and well-documented files that meet required standards.
• Ability to be open to change and manage complexities

VI. Expected skills

De base

Achieve results

LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work on time.

Innovation capacity

LEVEL 1: Open to creative ideas/known risks, solves problems pragmatically, makes improvements

Always learn

LEVEL 1: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback.

Act with determination

LEVEL 1: Demonstrates dynamism and motivation, able to express oneself calmly in the face of adversity, confident.

Get involved and partner

LEVEL 1: Shows compassion/understanding towards others, builds positive relationships

Foster diversity and inclusion

LEVEL 1: Appreciation/respect for differences, awareness of unconscious bias, fight against discrimination

Transversal and technical skills 

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