• Country: New York, USA
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: UNDP 
• Gender: Both
• Deadline: 2024-01-26
  

Summary of key functions:

• Inter-Agency documentation coordination and quality assurance
• Management of editorial services and documentation liaison functions with the UN Secretariat
• Support to decision-making of the Executive Board
• Production and submission of UNDP Country Programme Documents
• Support to the Secretary, the Bureau of the Board and the Executive Board in carrying out its mandate

• Lead on planning and managing the process of preparation, submission and distribution of UNDP, UNV and UNCDF documentation for the annual and two regular sessions of the UNDP/UNFPA/UNOPS Executive Board
• Strategically manage the timelines for submission, processing, editing and translation for all Board documents.
• Establish reporting requirements through an agenda-oriented framework for the year to ensure that legislative mandates and corporate emerging needs are taken into account
• Prepare the annual programme of work of the Executive Board and agendas for each Executive Board session
• Closely work with UNDP, UNFPA and UNOPS focal points, including the independent oversight bodies of Ethics, Evaluation (IEO) and Audit and Investigation (OAI) -, and UNOSSC, UNCDF, and UNV focal points to ensure harmonized documentation submission compliance
• Coordinate with the UNDP EG/OPG Secretariat to ensure all clearances are delivered in a timely manner.
• Ensure quality control of the final documents presented to the Executive Board on behalf of UNDP, UNOSSC, UNCDF and UNV.
• As part of final reviews and quality assurance of Executive Board documentation, perform copy edits of all documentation to ensure quality, editorial, and formatting are in line with UN documentation standards.
• Work with the BERA communications team in the creation and management of the dedicated external and internal websites for the Executive Board Secretariat including specific pages for each session of the Board.
• Post the official documents on the website for each Executive Board session
• Update and develop any content for the website and post non official documents as requested by the Secretary or Deputy Secretary of the Board.
• Continuously explores options to increase efficiencies in management of Board documentation and presents them to the Secretary for consideration

• Manage the roster of external editors and assign workflow for all official documents in advance of each session of the Board.
• Evaluate performance of roster participants and works with procurement colleagues to keep the roster updated and a bi-annual basis.
• Manage and supervise the timely delivery of all editorial and reporting consultants ensuring high-quality documentation is delivered within stipulated deadlines
• Provide advice on UNDP-specific queries and terminology, facilitate communication between the consultant and author department and resolve issues arising during the editorial process
• Liaise with the Department of General Assembly and Conference Management (DGACM) in managing all the necessary official document translation and issuance of official UN documents for the first regular, annual, and second regular sessions of the Board.
• Coordinate with the UN Documents Management Section of DGACM in scheduling the translation schedule and issuance of official UN documents.  Oversee the translation and official documentation process until final documents in the official UN formatting is issued.
• Manage necessary procurement processes of any external/non-UN translators. Manage the workflow of these translators in setting timelines and deadlines and supervise their delivery of timely translation services.
• Remain up to date with UN documentation, editorial, and terminology policies and serve as the EB Secretariat focal point in UN task team meetings on such matters.  Advice advise UNDP staff on these policies throughout the documentation production processes.

Support to decision-making of the Executive Board:

• Provide strategic support to the Secretary of the Board and UNFPA and UNOPS colleagues toward the drafting of the draft decisions for UNDP, UNFPA, UNOPS Board decisions.
• Coordinate internally with UNDP to ensure wording of draft decisions reflects content of official documentation and Board legislative mandates.
• Edit decisions in support of Member State facilitators in the negotiation room.
• Manage and coordinate all external editors (when required) and their decision editing assignments, in consultation with the Deputy Secretary of the Board.
• Distribute latest versions of the compilations of draft decisions or individual Board decisions to the Board and Observers on a daily basis and/or at the request of the facilitators before and during the Board sessions.
• Perform final copy edits of decisions toward their finalization and prepare the compendium and the overview of decisions adopted by the Executive Board.
• Liaise with DGACM toward the production of the official UN document with the compendium of decisions, and request and follow up on the translation services required for this document.
• Works directly with the Deputy Secretary in monitoring all Executive Board decisions and legislation, future reporting requirements and associated documentation
• Support the Deputy Secretary of the Board in managing the decision tracking table for UNDP related decisions
• Research historical precedents and past practices and tracks legislation development, at the request of management and UNDP colleagues

Production and submission of UNDP Country Programme Documents:

• Ensure timely submission, presentation and follow-up by UNDP and Member States in the preparation, review and approval of country programme documents (CPDs)
• Work closely with the UNDP Bureau for Policy and Programme Support (BPPS) and UNDP’s Regional Bureaux on the process of submission, review and approval of country programmes by the Executive Board
• Ensure timely delivery of draft CPDs and supporting documentation for Member States review and finalized CPDs in accordance with Board mandates
• Provide editorial quality assurance ensuring successful approval of country programmes
• Resolve editorial and translation issues to Government and country office satisfaction
• Support the Secretary in the proactive management of the process of comments submission from Members of the Board to the different CPDs in close coordination with UNFPA and, when relevant, with UNICEF.
• Tracks precedents of past practices to ensure consistency in management of CPD approval process at the Board.

Support to the Secretary, the Bureau of the Board and the Executive Board in carrying out its mandate:

• Support the Secretary in ensuring the smooth functioning of sessions by providing ‘procedural notes’ (chair’s notes) and advising on the Executive Board’s Rules of Procedure.
• Support the functioning of the Bureau of the Executive Board (Presidents and Vice Presidents) as guided by the Secretary of the Board.
• Managing the calendar of monthly Bureau meetings and prepare the agendas documentation packages for the Bureau meetings.
• Prepare draft summary notes of all Bureau Meetings for review of the Secretary of the Board and for the consideration and approval by the President of the Board and its Bureau.
• Coordinate with the Secretary and/or Deputy Secretary of the Board toward communicating necessary follow up by UNDP, UNFPA and UNOPS emanating by any decisions or requests by the Bureau for the attention of the agencies.
• Support working groups of the Executive Board by managing the calendar of meetings, preparing agendas, packages of documentation and delivering summary notes of all working group meetings.
• Supports the Secretary in all speaking interventions at the Board.

UNDP People Management Competencies can be found in the dedicated site.

Business development – Knowledge facilitation:

• Ability to animate individuals and communities of contributors to participate and share, particularly externally

Programme and Policy: 2030 Agenda – Strategic Policy Engagement:

• Ability to Identify SDG accelerators

Partnership management – Relationship management:

• Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.

Business development – Integration with the UN:

• Ability to identity, and integrate capacity and assets of the UN system, and engage in joint work; knowledge of the UN System and ability to apply this knowledge to strategic and/or practical situations

Business management – Project management:

• Ability to plan, organize, prioritize and control resources, procedures and protocols to achieve specific goals

Business management – Communications:

• Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience
• Ability to manage communications internally and externally, through media, social media and other appropriate channels

Business management – Digital Awareness and Literacy:

• Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

Business management – Monitoring:

• Ability to provide managers and key stakeholders with regular feedback on the consistency or discrepancy between planned and actual activities and programme performance and results

Business management – Customer Satisfaction/Client Management:

• Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs.
• Provide inputs to the development of customer service strategy.
• Look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

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