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Executive Associate

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United Nations Development Programme (UNDP)

15d ago

  • Job
    Full-time
    Senior Level
  • Government & Politics
    People, HR & Administration
  • Bonn

AI generated summary

  • You need secondary education, 3-6 years in admin/support, experience in international settings, fluency in English and German, strong writing skills, and familiarity with office software.
  • You will manage the DEC's schedule, correspondence, and travel, prepare meeting materials, support communication efforts, and ensure efficient office operations while adhering to deadlines.

Requirements

  • Secondary Education is required.
  • A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or other relevant area will be given due consideration, but is not a requirement.
  • Training or education in digital technologies is a strong asset.
  • A minimum of six years (with secondary education) or three years (with bachelor’s degree) of relevant administrative and/or programme support work experience is required.
  • At least one year of work experience in an international environment is requirement.
  • Experience with organizational renewal, business process improvement, or innovation is desirable.
  • Experience in new digital technologies and/or artificial intelligence is highly desirable.
  • Experience in organizational communications and knowledge-sharing is an asset.
  • Experience in the usage of office software packages (MS Word, Excel, etc.) and in handling of web based management systems is required.
  • Experience working with senior officials is a strong asset.
  • Fluency in English and German is required.
  • Working knowledge of another official UN language is an asset. (Arabic, Chinese, French, Russian or Spanish)
  • Strong writing skills are required.

Responsibilities

  • Ensure effective functioning of the Deputy Executive Coordinator’s (DEC) office
  • Manage and monitor the DEC´s agenda, schedule appointments, assist proactively in time management, prepare for meetings, missions, visits, etc.
  • Organize the office of the Deputy Executive Coordinator to ensure smooth work-flow and assign priorities for correspondences as appropriate. Timely follow-up on deadlines.
  • Screen, track, and assign incoming correspondence and documents, prioritizing complex or sensitive items for special attention.
  • Establish and oversee procedures to monitor deadlines, ensuring timely follow-up on pending issues and correspondence requiring the personal attention of the DEC and/or ExO.
  • Manage and review correspondence for the Deputy Executive Coordinator, ensuring high-quality, priority-based handling, compliance with prescribed formats, and proper filing in line with UNV standards.
  • Manage the administration of DEC’s travel and missions.
  • Compile and issue notification for mission plans and coordinate the preparation of the meetings/missions and briefing material, ensuring the timely and appropriate arrangements for meetings/missions and support the scheduling of high level meetings.
  • Take minutes from meetings when required, prepare and disseminate the minutes to relevant stakeholders.
  • Establish and maintain files, reports and documents in a systematic manner for use by the Deputy Executive Coordinator.
  • Organize in-person visits (on-site or elsewhere) of UN, Government or other counterparts or external visitors to the DEC, as requested.
  • Other tasks required to support the effectiveness of the UNV management team, as may be required from time to time.
  • Provide and strengthen administrative, logistical, communications and substantive support to the Executive Office
  • Provide support to the Chief, Strategic Planning and Executive Support and the Strategic Management Specialist in the execution and monitoring of various corporate projects managed by the ExO, participate in task forces and act as focal point as assigned. This can include basic internal communications, research, database, reporting, editorial and formatting, or other support tasks.
  • Support ExO functions in outreach and engagement with Regional Offices.
  • Coordinate official hospitality activities. Support the organization of conferences, webinars and special events.
  • Support learning and experimentation with innovative digital methods such as AI to help improve various functions in the office. Assist in maintaining and promoting the use of ExO databases in CRM-Salesforce.
  • Support knowledge management through the use of automated filing systems for safekeeping of documents and confidential files based on records management policy; guiding other UNV personnel on records management through liaising with the designated focal points in each section/unit.
  • Perform functions and tasks for all ExO teams in corporate systems for finance, budget planning and monitoring (including estimates and expenditure monitoring), travel, procurement planning and management, and administration. Conduct periodic review of Quantum exceptions/errors and liaise closely with Finance Resources Management Section to resolve issues and take appropriate corrective actions.
  • Provide back-up support to the Executive Coordinator and the Director of Management Services in the absence of the Executive Associate to the Executive Coordinator or on an ad-hoc basis.
  • Support Internal and External Communications
  • Assist in the preparation of internal communications across the organization relevant to the Executive Office and management activities in UNV.
  • Contribute in the preparation of newsletters, meeting minutes, topical summaries, and other communication tools in the management functions.
  • Research and propose new and innovative ways of strengthening internal communications across the organization.
  • Provide coordination support to the preparation of external communications activities as required.
  • Support the communications team from time to time with activities related to media outreach, interviews, articles, media monitoring, etc.
  • Coordinate on behalf of management with communications providers.
  • Assist in the preparation of speeches and media articles on behalf of management.

FAQs

What are the core principles emphasized by UNDP?

UNDP values diversity, equity, and inclusion as core principles, fostering an environment where all personnel can contribute to the mission and ensuring fairness in actions.

What is the role of the Executive Associate?

The Executive Associate is responsible for ensuring the smooth functioning of the Deputy Executive Coordinator's office, providing operational support, managing information flow, and assisting in time management and scheduling.

What qualifications are required for this position?

A secondary education is required, and a university degree in a relevant field is preferred. Additionally, training or education in digital technologies is considered a strong asset.

How many years of experience are necessary for applicants?

A minimum of six years of relevant administrative and/or program support work experience is required with a secondary education, or three years with a bachelor’s degree.

Is experience in an international environment required?

Yes, at least one year of work experience in an international environment is required.

Are language skills important for this position?

Yes, fluency in English and German is required, and working knowledge of another official UN language is an asset.

What are the responsibilities related to travel management for the Executive Associate?

The Executive Associate manages the administration of the Deputy Executive Coordinator’s travel and missions, coordinating mission plans and ensuring timely arrangements.

Will the selected candidate undergo background checks?

Yes, all selected candidates will undergo rigorous reference and background checks.

Is this position open to applicants outside the European Union?

No, this position is open only to citizens of EU member states or holders of residence and unlimited work permits for Germany.

What support will the Executive Associate provide to other teams?

The Executive Associate will provide administrative, logistical, communication, and substantive support to various functions within the Executive Office, including support for corporate projects and engagement with Regional Offices.

Is experience with digital technologies or artificial intelligence desirable?

Yes, experience with new digital technologies and/or artificial intelligence is highly desirable for this role.

What is the approach to diversity in the hiring process?

The hiring process encourages applications from individuals who identify as belonging to marginalized or excluded populations, emphasizing a 'leave no one behind' approach.

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United Nations Development Programme (UNDP)

Government
Industry
10,001+
Employees

Mission & Purpose

The United Nations Development Programme works in nearly 170 countries and territories, helping to achieve the eradication of poverty, and the reduction of inequalities and exclusion. We help countries to develop policies, leadership skills, partnering abilities, institutional capabilities and build resilience in order to sustain development results. DISCLAIMER: The United Nations Development Programme (UNDP) does not guarantee the truthfulness, accuracy, or validity of any comments posted to its social media outlets (blogs, social networks, message boards/forums, etc.). Users must not post any content that is obscene, defamatory, profane, libelous, threatening, harassing, abusive, hateful or embarrassing to any person or entity. UNDP reserves the right to delete or edit any comments that it considers inappropriate or unacceptable, and to delete off-topic comments in order to foster conversations about the topics shared on this page.