Executive Associate , UNDP SOMALIA

Under the guidance and direct supervision of the Deputy Humanitarian Coordinator , the Executive Associate ensures effective and efficient functioning of the Deputy HC Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, follow up on deadlines and commitments made. The Executive Associate works in close collaboration with UNOCHA staff, UN Agencies, national authorities and HQs staff to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

Ensures effective and efficient functioning of the Deputy Humanitarian Coordinator Office focusing on achievement of the following results: Coordinate and maintain the supervisor’s calendar of meetings, organize meetings, contacts with high-ranking visitors, arrangement of appointments and meetings, draft replies to invitations and meetings; researches briefing materials, acting as an interpreter when required and/or taking minutes. Preparation of high quality briefing materials for supervisor appointments, meetings, missions. Maintenance of rosters of high-level partners, telephone lists. Preparation of correspondence, directives, comments on behalf of the Deputy HC’s signature and making follow up when required. Use of automated office management systems for effective functioning of the front office. Ensures provision of effective communication 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. Facilitation of information sharing between UNCT and the UNOCHA. Review and screening incoming correspondence for the Head of Office attention and prioritize documents according to action required; review and edit outgoing correspondence for the Deputy HC signature; ensure quality control, substance, sensitivity of issues, and that they are prepared according to UN standards; Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division. Ensures administrative support to the office: Assist in managing day to day operations of the front office; convey to staff directives and information from the Deputy Humanitarian Coordinator; participate in and drafts minutes of meeting and ensure proper dissemination. Make arrangements for official travel of the Deputy Humanitarian Coordinator, communicate with meeting organizers/country offices on logistics; set itinerary, follow, obtain clearances, visas, tickets necessary for travel. Preparation and dissemination of briefing packs upon request. Any other assignments at the request of the other staff 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 UN staff on coordination, administration and protocol issues. Impact of Results The key results have an impact on the efficiency of the UNOCHA office. Accurate analysis and presentation of information strengthens the capacity of the Deputy Humanitarian Coordinator’s office and promotes the image of UNOCHA 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 certification in administration or 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: Proficiency in both and spoken English. Knowledge of Somali is a requirement.

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.

Executive Associate (Open to Somali Nationals Only)