Under the guidance and direct supervision of the RR/RC and the Country Director, the Executive Associate to the RR/RC and CD ensures effective and efficient functioning of the Executive 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 to the Executive Office  works in close collaboration with UNDP staff, UN Agencies, UNCT, UN Coordination Unit and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities
Functions / Key Results Expected

Ensures effective and efficient functioning of the RR/RC and CD office’s focusing on achievement of the following results:

•   Maintenance of the RR/RC and CD’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes;
•   Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
•   Preparation of informal translations;
•   Efficient and discreet management of RR/RC & CD’s missions and representation schedule;
•   Maintenance of rosters of high-level partners, telephone lists. Maintenance of roster of media focal points of national and international media outlets to coordinate RR/RC and CD‘s communication activities;
•   Preparation of correspondence, directives, comments on behalf of RR/RC and CD for their signature and making follow-up when required;
•   Use of automated office management systems for effective functioning of the RR/RC and CD’s office;
•   Management of the RR/RC and CD’s office, ensuring an environment of professionalism and teamwork at all times, and setting exemplary standards of conduct for the CO team;
•   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;
•   Screening of all incoming communications, filtering outgoing correspondence for supervisors’ signature, clearance and further action by other staff; wherever possible;
•   Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners.

Ensures provision of effective communications and administrative support to the RR/RC and CD 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 and follow up on circulation files;
•   Facilitation of Information sharing between UNCT and the UN Coordination Unit and 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 the RR/RC and CD;
•   Draft routine correspondence ,interoffice circulars, general briefing notes, documents ,reports , and minutes of meetings when requested, translations when required;
•   Administration of travel, meetings, appointments and briefings of the RR/RC and including drafting off background notes;
•   Support to organization of advocacy events if required;
•   Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division;
•   Screening of incoming calls and correspondence.

Impact of Results

•   The key results have an impact on the efficiency of the RR/RC & CD’s office. Accurate analysis and presentation of information strengthens the capacity of RR/RC & CD’s 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, act on learning, act 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 date/ 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.

Qualification Required & Experience

Education:

•   Secondary Education with specialized secretarial training;
•   University Degree or equivalent would be desirable, but it is 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.

Location: Accra

How To Apply For The Job

Interested and qualified candidates should

Click Here To Apply Online

Closing Date: 26 February, 2014