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Postion Title: EXECUTIVE ASSOCIATE TO RESIDENT REPRESENTATIVE/RESIDENT COORDINATOR - OPEN
TO UGANDANS ONLY,Jobs in Uganda,
Location : Kampala, UGANDA
Additional Category: Management
Type of Contract : FTA Local
Post Level : GS-6
Languages Required : English
Starting Date :(date when the selected candidate is expected to start) 01-May-2014
Duration of Initial Contract : One Year
Expected Duration of Assignment : One Year (Renewable)
Background information:
Under the guidance and direct supervision of the Resident Representative/
Resident Coordinator (RR/RC), the Executive Associate to RR/RC ensures
effective and efficient functioning of the RR/RC office, full confidentiality
in all aspects of assignment, maintenance of protocol procedures, management of
information flow and follow-up on deadlines and commitments made.
The Executive Associate can supervise the secretarial and clerical staff of
the office. The Executive Associate to RR/RC works in close collaboration with
UNDP staff, RC Office staff, UN Agencies and national authorities to ensure
efficient flow of information, actions on instructions, agendas.
Duties and Responsibilities
Summary of Key Functions:
Ensures effective and efficient
functioning of the RR/RC office focusing on achievement of the following
results:
·
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/RC missions and
representation schedule;
·
Maintenance of rosters of
high-level partners, telephone lists;
·
Preparation of correspondence,
directives, comments on behalf of RR/RC for his/her signature and making
follow-up when required.
Use of automated office management systems for effective functioning of the
RR/RC office:
Administrative support to high-level
visits;
Work closely with RC office staff
to advance UN Delivering as One and effective inter-agency communication and
meetings.
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 UN Coordination Unit;
·
Follow up on deadlines,
commitments made, actions taken and coordination of collection and submission
of the reports to RR/RC;
·
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.
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;
·
Organization of trainings to UN
staff on coordination, administration and protocol issues.
Impact of Results:
The key results have an impact on
the efficiency of the RR/RC office and the Delivering as One agenda. Accurate analysis and presentation of
information strengthens the capacity of the RR/RC 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
Corporate Competencies:
Demonstrates commitment to UNDP’s
mission, vision and values;
Displays cultural, gender,
religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
·
Knowledge Management and
Learning:
·
Shares knowledge and experience;
·
Actively works towards continuing
personal learning, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness:
Ability to perform a broad range
of specialized activities aimed at effective and efficient functioning of RR/RC
office, including data/ schedule management, maintenance of protocol,
information flow;
Confidentiality;
Ability to provide input to
business processes re-engineering, elaboration and implementation of new data
management systems.
Leadership and Self-Management:
·
Focuses on result for the client
and responds positively to feedback;
·
Consistently approaches work with
energy and a positive, constructive attitude;
·
Remains calm, in control and good
humored even under pressure;
·
Demonstrates openness to change
and ability to manage complexities.
Required Skills and Experience
Education:
An advanced secondary education;
University Degree in Secretarial
studies or equivalent with specialized training in Secretarial studies is
desirable but not a requirement.
Experience:
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 the UN and national
language of the duty station.
UNDP is any Equal Opportunity Employer. Highly Qualified women are
encouraged to apply. Short listed candidates will be required to send certified
copies of academic credentials.
UNDP is committed to achieving workforce diversity in terms of gender,
nationality and culture. Individuals from minority groups, indigenous groups
and persons with disabilities are equally encouraged to apply. All applications
will be treated with the strictest confidence.
Application Deadline : 04-Apr-14
How to Apply:
If you are qualified and interested in discussing
this engagement in more detail, please submit your resume in confidence to the
website on the link below:
http://jobs.undp.org/cj_view_job.cfm?cur_job_id=45065
