Executive Associate – UNDP jobs in the USA

• Location: New York City, USA
• Vacancy No: N/A 
• Salary: N/A
• Organization: UNDP
• Gender: Both
• Deadline: 2024-02-22

Background

Instructions to Applicants: Click on the “Apply now” button. Input your information in the appropriate Sections: personal information, language proficiency, education, resume and motivation. Upon completion of the first page, please hit “submit application” tab at the end of the page. Please ensure that CV or P11 and the Cover letter are combined in one file.

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.

Managers may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of their experience, such as reports, presentations, publications, campaigns or other materials.

Office/Unit/Project Description 

UNCDF is the UN’s capital investment agency for the world’s 48 least developed countries (LDCs). With its capital mandate and instruments, UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development. This last mile is where available resources for development are scarcest; where market failures are most pronounced; and where benefits from national growth tend to leave people excluded.

UNCDF’s financing models work through two channels: savings-led financial inclusion that expands the opportunities for individuals, households, and small businesses to participate in the local economy, providing them with the tools they need to climb out of poverty and manage their financial lives; and by showing how localized investments — through fiscal decentralization, innovative municipal finance, and structured project finance — can drive public and private funding that underpins local economic expansion and sustainable development. UNCDF financing models are applied in thematic areas where addressing barriers to finance at the local level can have a transformational effect for poor and excluded people and communities.

By strengthening how finance works for poor people at the household, small enterprise, and local infrastructure levels, UNCDF contributes to SDG 1 on eradicating poverty with a focus on reaching the last mile and addressing exclusion and inequalities of access. At the same time, UNCDF deploys its capital finance mandate in line with SDG 17 on the means of implementation, to unlock public and private finance for the poor at the local level. By identifying those market segments where innovative financing models can have transformational impact in helping to reach the last mile, UNCDF contributes to a number of different SDGs and currently to 28 of 169 targets.

The Executive Associate is an integral part of the Directorate. Under the guidance and direct supervision of the Executive Secretary and Deputy Executive Secretary of UNCDF,and in close collaboration with the Partnership, Policy and Communications Unit, PPC, the incumbent ensures effective and efficient functioning of the UNCDF Directorate maintaining full confidentiality in all aspects of the assignment. The incumbent also focuses on maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made while supporting the coordination of communications and partnerships activities with a view to promoting UNCDF national and global programmes and projects.

She/he can supervise temporary support staff of the office and works in close collaboration with the UNCDF Directorate team as well as other UN Agencies and other strategic partners to ensure efficient flow of information, actions on instructions, agendas etc. In her/his role supporting the communications practice in the office, the incumbent will also work in collaboration with PPCU staff, Government officials, media, donor community, private sector etc.

Duties and Responsibilities

Ensures effective and efficient functioning of the UNCDF Directorate focusing on achievement of the following results: 

• Maintenance of calendar of the Executive and Deputy Executive Secretary and the Partnership Advisor, arrangement of their appointments and meetings, and preparation of minutes of meetings when requested.
• Maintenance of protocol procedures.
• Preparation of high quality briefing materials for supervisor’s appointments, meetings, missions.
• Preparation of informal translations.
• Management of ES and DES missions and representation schedule and monitoring of travel budgets.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of ES and DES for her/his signature and ensuring appropriate follow up actions.
• Use of automated office management systems for effective functioning of the office.

Provide support and in the area of communications for UNCDF and supports the coordination of interagency communications activities.

• Provide inputs to the Communications Team in the formulation and implementation of a communications strategy as guided by ES and DES.
• Supports the preparation of communications needs assessments for UNCDF (projects, country and global programmes and other corporate change initiatives, etc.).
• Provision of information for elaboration of UNCDF’s partnership outreach strategy.
• Support the provision of information on an ongoing basis to national and international media -radio, press and television- on activities undertaken by UNCDF.
• Contribute to the development of communication materials for marketing and awareness-raising campaigns, related to the agenda of the UNCDF practice areas including briefing materials and press briefs in coordination with the Directorate and communications team.
• Support the Organization of roundtable discussions, press conferences, briefing sessions, interviews for national and international events for the UNCDF, Agencies Representatives and Permanent Missions’ Representatives.
• Review of reference materials, identification of reference materials for retention.
• Support practice areas in developing promotional material, kit and press releases, preparation of events, general communications strategies.
• Develop promotional material and provide editorial support for the publication of special documents as requested.
• Support the organization of events.

Provides inputs to update content and format of UNCDF web pages in coordination with the communications unit.

• Assistance in the design and maintenance of the office web sites based on corporate requirements in cooperation with communication’s unit.
• Preparation/checking/editing of content for UNCDF Website to ensure consistency of the materials and the proper transfer of updated content and its upload.
• Provide briefings on the content to be published to Directorate.

Ensures facilitation of knowledge building and management focusing on achievement of the following results: 

• Identification and synthesis of best practices and lessons learned directly linked to UNCDF programme goals and activities and UN system wide initiatives.
• Sound contributions to knowledge networks and communities of practice including corporate communications repositories.
• Support to the Organization and facilitation of training workshops on communications issues
• Organization of trainings to UNCDF staff on administration, communications and protocol issues.

Institutional Arrangement

This incumbent will be supervised by the UNCDF Executive Secretary.

Competencies

Core Competencies:

Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously: LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility: LEVEL 2: Adapt processes/approaches to new situations, involve others in change process

Act with Determination: LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner: LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion: LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies (insert up to 7 competencies) 

Business Direction & Strategy (Negotiation and Influence)

• Ability to reach an understanding, persuade others, resolve points of difference, gain advantage in the outcome of dialogue, negotiates mutually acceptable solutions through compromise and creates ‘win-win’ situations.

Business Development (Knowledge Generation)

• Ability to research and turn information into useful knowledge, relevant for content, or responsive to a stated need.

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 (Satisfaction/Client Management)

• Ability to respond timely and Customer 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, and look for ways to add value beyond clients’ immediate requests.
• Ability to anticipate client’s upcoming needs and concerns.

Business Management (Communication)

• 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.

Administration & Operations (Events management)

• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Administration & Operations (Documents and records management)

• Overall document (hard or electronic) management and retention policy including storing and archiving.

Required Skills and Experience

Min. Education requirements:

• Completion of Secondary Education with specialized training in management, communications and executive support to senior management.
• University Degree or equivalent in Management or Communications would be desirable, but it is not a requirement.

Min. years of relevant work experience:

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of relevant working experience related to communications and executive assistance support in public or private institutions.
• Experience working closely with high-level executives or managers, providing administrative support, managing schedules, coordinating meetings, and handling communications.
• Ability to manage complex calendars, prioritize tasks effectively, and maintain detailed records.
• Basic knowledge and understanding of the mandate and work of UNCDF globally.

Required  skills:

• Experience in the usage of computers and office software packages (MS Word, Excel, Photoshop etc.). Exposure to web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section:

• Core behavioral Competency: Consistently strive to meet or exceed excellence standards

Required Language(s):

• Fluency in written and spoken English. Fluency in a second UN language will be considered an advantage.

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