Executive Associate - GS6 (Ampliación)
8 days ago
Madrid
ph3Tiered Approach /h3 pIn Line With The Commitment To Safeguard Capacity And Support Personnel Already In The Organization, a Majority Of UNDP UNCDF/UNV Vacancies Are Advertised Using a Tiered Application Process Whereby /p ul liTier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. /li liTier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments /li liTier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers /li liTier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates /li /ul h3Background /h3 pThe United Nations Development Program (UNDP) supports the strengthening of national and subnational capacities in Bolivia and promotes the achievement of the Sustainable Development Goals (SDG), human rights and gender equality through technical assistance to achieve sustainable human development by closing gaps and ensuring that no one is left behind. UNDP forges alliances with all levels of society to help build nations that can withstand crises whilst also supporting and sustaining growth that improves the quality of life of everyone. Present on the ground in some 170 countries and territories, it is at the service of people and nations, offering a global perspective and local knowledge. /p pUNDP Bolivia seeks to promote environmental sustainability and establish it as a basis on which to build strategies to fight poverty, reduce the vulnerability of the population and support the development of central activities within the Bolivian national economy. /p h3Position Purpose /h3 pUnder the guidance and direct supervision of the Resident Representative (RR), the Executive Associate ensures effective and efficient functioning of the RR’s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, and management of information flow and follow-up on deadlines and commitments made. The Executive Associate promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the RR’s office. /p pThe Executive Associate to the RR works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas. /p pUNDP 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. /p h3Duties And Responsibilities /h3 ul liEnsure effective and efficient functioning of the Resident Representative (RR) office and Deputy Resident Representative’s (DRR) office /li liMaintain the RR and DRR’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required. /li liMaintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts. /li liCompile research and prepare high quality briefing materials for RR and DRR for appointments, meetings, missions, and for use in discussions. /li liOrganization of high-level missions’ agenda, accommodations, and transportation. /li liManage Resident Representative missions and representation schedule. /li liPrepare correspondence, directives, and comments on behalf of RR for his/her signature and follow-up when required. /li liOrganization of regular and ad-hoc meetings; tracking progress on planned issues; follow-up with focal points. /li liScreening of all incoming communications (letters and email), filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible. /li liAdherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners. /li liUse of automated office management system. /li liProvide effective communications support to the office to facilitate essential flow of information. /li liMaintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents. /li liCoordinate information flow in the office, and follow up on circulation files. /li liFacilitation of information sharing with Programme and Operations Teams. /li liFacilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit. /li liFollow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR. /li liScreen all incoming calls and correspondence. /li liProvide advice to senior officials on national protocols and UN related procedures. /li liDraft routine correspondence, letters, interoffice circulars, translations when required. /li liAdministration of travel, meetings, appointments and briefings of Resident Representative and Deputy Resident Representative. Process travel payments and DSA in Quantum. /li liAdministration of the RR’s incoming missions, process tickets and DSA for visitors in Atlas as requested. /li liClose coordination with office Drivers to ensure appropriate transportation for RR’s and DRR’s meetings. /li liPreparation of proposals to eliminate bottlenecks in office communications and update and improve the existing processes between the office of the RR and DRR and the rest of the units or areas. /li liEvent planning and support to organization of advocacy events as required. /li liFacilitate knowledge building and management in the Country Office. /li liProvide sound contributions to knowledge networks and communities of practice. /li liOrganize specialized training for secretarial and/or support staff. /li liOrganize training for UN Staff on coordination, administration and protocol issues. /li /ul h3Other Duties /h3 pThe incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. /p h3Supervisory/Managerial Responsibilities /h3 pNone /p h3Core Competencies /h3 ul libAchieve Results /b LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. /li libThink Innovatively /b LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. /li libLearn Continuously /b LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. /li libAdapt with Agility /b LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. /li libAct with Determination /b LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident. /li libEngage and Partner /b LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. /li libEnable Diversity and Inclusion /b LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination. /li /ul h3Cross-Functional Technical Competencies /h3 ul libAdministration Operations /b Documents and records management. Overall document (hard or electronic) management; registry and retention policy including storing and archiving. /li libAdministration Operations /b Events management (including retreats, trainings and meetings). Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements. /li libBusiness Management /b Communication. Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels. /li libBusiness Management /b Customer Satisfaction/Client Management. Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers’ needs. Provide inputs to the development of customer service strategy. Look for ways to add value beyond clients’ immediate requests. Ability to anticipate client’s upcoming needs and concerns. /li libBusiness Development /b Knowledge Generation. Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need. /li /ul h3Education /h3 ul liSecondary Education is required with specialized secretarial training or office management is required, OR /li liA university degree (Bachelor’s degree) in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement. /li /ul h3Required Skills and Experience /h3 ul liMinimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national level. /li liExperience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP is required. /li liExperience in the working with international cooperation agencies is desired. /li liExperience in the preparation of reports and executive-level presentations is desired. /li liExperience in organizing meetings and events is desired. /li /ul h3Language Requirements /h3 ul liFluency in Spanish and English, both oral and written, is required. /li /ul h3Equal opportunity /h3 pAs an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. /p pUNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. /p h3Sexual harassment, exploitation, and abuse of authority /h3 pUNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. /p h3Probation /h3 pFor all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period. /p h3Right to select multiple candidates /h3 pUNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements. /p h3Use of AI by candidates /h3 pApplicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection. /p h3Scam alert /h3 pUNDP does not charge a fee at any stage of its recruitment process. For further information, please see /p /p #J-18808-Ljbffr
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