Executive Associate to RR/RC and DRR - UNDP Moldova Country Office

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Background

Under a matrix supervision of the RR/RC and the DRR, the Executive Associate ensures effective and efficient functioning of the Executive Office (offices of the RR/RC and DRR), full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made while coordinating and actively participating in the promotion of UNDP values ​​and activities in the CO in Moldova.

She/he may be asked to supervise temporary secretarial staff of the office, work in close collaboration with UNDP staff, UN Agencies (both resident and non-resident) and national authorities to ensure efficient flow of information, actions on instructions, agendas etc. The incumbent will work in close collaboration with the Communications Specialist, Government officials, media, multilateral and bilateral donors and civil society to efficiently assist the senior management.

Duties and Responsibilities

1. Ensures effective and efficient functioning of the senior management office focusing on achievement of the following results:

  • Keeps abreast of activities in UNDP and at the country level, and keeps the Senior Management informed for her/his attention, action or intervention.
  • 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.
  • Preparation of high quality briefing materials for supervisor for appointments, meetings, missions. Preparing power point design for presentations, including visuals and graphs.
  • Preparation of informal translations.
  • Management of senior management missions and representation schedule.
  • Maintenance of rosters of high-level partners, telephone lists.
  • Preparation of correspondence, directives, comments on behalf of RR/RC and DRR for their signature and making follow-up when required.
  • 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.
  • Use of automated office management systems for effective functioning of the RR/RC office.
  • Coordination of senior management transportation support and supervision of the driver to the RC/RR.

2. Ensures provision of effective communications support to the office focusing on achievement of the following results:

  • 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.
  • Facilitation of information sharing between UNCT and the RC Office and with Strategic Support, Programme and Operations Teams.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR/RC and DRR.
  • Screening of all incoming calls and correspondence.
  • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3. 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 to new and UN staff on coordination, administration and protocol issues.

The key results have an impact on the efficiency of the senior management office. Accurate analysis and presentation of information strengthens the capacity of the senior management office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

Competencies

Functional Competencies:

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

  • Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

  • Understands the main processes and methods of work regarding to the position
  • Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
  • Strives to keep job knowledge up-to-date through self-directed study and other means of learning
  • Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

Level 1.1: Presentation of information on best practices in organizational change

  • Documents ‘best practices’ in organizational change and development within and outside the UN system
  • Demonstrates ability to identify problems and proposes solutions

Design and Implementation of Management Systems

Level 1.1: Data gathering and implementation of management systems

  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components

Client Orientation

Level 1.1: Maintains effective client relationships

  • Reports to internal and external clients in a timely and appropriate fashion
  • Organizes and prioritizes work schedule to meet client needs and deadlines
  • Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
  • Responds to client needs promptly

Promoting Accountability and Results-Based Management

Level 1.1: Gathering and disseminating information

  • Gathers and disseminates information on best practice in accountability and results-based management systems
  • Prepares timely inputs to reports
  • Maintains databases

Core Competencies:

  • Demonstrating/safeguarding ethics and integrity
  • Demonstrate corporate knowledge and sound judgment
  • Self-development, initiative-taking
  • Acting as a team player and facilitating team work
  • Facilitating and encouraging open communication in the team, communicating effectively
  • Creating synergies through self-control
  • Managing conflict
  • Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
  • Informed and transparent decision making

Required Skills and Experience

Education:

  • Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

  • 3 to 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.

Language Requirements:

  • Fluency in English, Russian and Romanian.
  • Working knowledge of one or more additional languages relevant for Moldova, including Bulgarian, Gagauzian, Romani, Ukrainian or sign language would be an asset.

Disclaimer

UNDP is committed to workforce diversity. Women, persons with disabilities, Roma and other ethnic or religious minorities, persons living with HIV, as well as refugees and other non-citizens legally entitled to work in the Republic of Moldova, are particularly encouraged to apply.

This is a local position, therefore only citizens of the Republic of Moldova or others legally authorized to work in the country are eligible to apply.

Please note that only applicants who are short-listed will be contacted.

Online applications can be submitted by registered users only. Self-registration link is available at the next page and requires candidates to provide a valid email address.

To learn more and apply for this and other positions please visit our site at: http://www.md.undp.org/content/moldova/en/home/jobs.html by 17 June 2018

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