Avis de recrutement : PNUD recrute un Associé exécutif à Asmara, Erythrée.

Avis de recrutement : PNUD recrute un Associé exécutif à Asmara, Erythrée.

Position Purpose

Under the guidance and direct supervision of the RR & DRR, the Executive Associate ensures effective and efficient functioning of the office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, programme and operations support services, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure an efficient flow of information, actions on instructions, and agendas.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Key Duties and Responsibilities

1. Ensures effective and efficient functioning of the RR & DRR office focusing on achievement of the following results::

• Management of the Sr. Manager’s office, always ensuring an environment of professionalism and teamwork, and setting exemplary standards of conduct for the CO team;
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance, and further action by other staff; wherever possible;
• Adherence to appropriate protocol and correspondence guidelines by the Sr. Manager when communicating with Government and other external partners;
• Provision of support services for effectiveness of programme and operations work;
• 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;
• Preparation of informal translations;
• Management of RR & DRR missions and representation schedule;
• Maintenance of rosters of high-level partners, telephone lists;
• Preparation of correspondence, directives, comments on behalf of RR/RC & DRR for his/her signature and making follow-up when required;
• Use of automated office management systems for effective functioning of the office.

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 and dissemination of corporate and interoffice communication to staff as required;
• Facilitation of information sharing with Management Support and Business Development, Programme and Operations Teams;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR & DRR;
• Draft routine correspondence, interoffice circulars, general briefing notes, documents;
• reports, and minutes of meetings when requested, translations when required;
• 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 specialized trainings for secretaries;
• Knowledge sharing on administration and protocol issues.

4. Facilitate knowledge building and sharing in the Country Office:

• Organize training for the operations/projects staff on administration;
• Provide sound contributions to knowledge networks and communities of practice.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Required Skills and Experience

Education

• Secondary education is required;
• University Degree in Business Administration, Public Administration, or an equivalent field will be given due consideration, but it is not a requirement.

• Minimum of 7 years (with high school diploma) or 4 years (with bachelor’s degree) of progressively responsible secretarial, administrative, finance, M&E, programme experience is required at the national or international level;
• Experience in the use of computers, office software packages (MS Word, Excel, etc.), data packages, and web-based management systems such as ERP.

Language

• Fluency in English is required;
• Fluency in the national language of the duty station is required.

Closing date : September 05^th, 2023

Application process