Under the overall guidance of the UN Resident Coordinator and the direct supervision of the Head of the Resident Coordinator’s Office, the Executive Associate assists in overall management of administrative services, reporting requirements to headquarters, administers and executes processes and transactions ensuring high quality and accuracy of work. The Executive Associate promotes a client, quality and results-oriented approach.
The Executive Associate works in close collaboration with UNDP’s Operations, Programme and projects staff and other UN agencies staff to enable the RCO to deliver on its mandate and ensure consistent service delivery.
The functions/duties/ key results of this job description are generic and not all duties are carried out by all Administrative Assistants.
Duties and Responsibilities
Summary of Key Functions:
Implementation of operational and programme strategies
Efficient administrative support
Support to administrative and financial control
Support to common services
Coordination of Registry and Receptionist functions
Support to knowledge building and knowledge sharing
Ensures implementation of operational strategies, focusing on achievement of the following results:
Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies.
Preparation and provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Preparation of administrative team results-oriented workplans.
Prepare and submit reports online on UNCT programming and operational matters.
Ensures efficient administrative support, focusing on achievement of the following results:
Support with protocol matters, registration of staff, coordination with local authority on operations, programmes and other administrative matters.
Prepares and registers correspondence and communications with internal and external partners, including letters, Note Verbales and other documents/correspondence.
Coordination of travel arrangements. Performing a Buyer role in Iris for preparation of POs for travel and other administrative expenses.
Organization of procurement processes
Organization of workshops, conferences, retreats
Coordination of DSA, travel agencies, and other administrative surveys, surveys for organization of common services.
Supervision of cleaning services.
Coordination of transportation services, regular vehicle maintenance and insurance.
Checking and certifying of vehicle daily log and gas consumption, update and maintenance of vehicle history report.
Prompt reporting and investigation of cases of vehicle accidents, damage, loss or theft of items; update and maintenance of vehicle history report.
Research and retrieval of statistical data from internal and external sources; preparation of statistical charts, tables and reports.
Provides support to proper supply and assets management, focusing on achievement of the following results:
Coordination of assets management at the RCO, timely preparation and submission of periodic inventory reports.
Coordination of the provision of reliable and quality office supplies
Provides support for effective administrative and financial control in the office, focusing on achievement of the following results:
Maintenance of administrative control records such as commitments and expenditures.
Confirmation of availability of funds prior to review by supervisor; creation of service requests set-up information in Iris;
Maintenance of data integrity in the database, control programme; analysis of results and initiation of corrective actions when necessary.
Coordination of common premises/services cost-recovery arrangements.
Proper control of supporting documents of funds and activities.
Provision of the information for the audit.
Ensures proper common services focusing on achievement of the following result
Maintenance of common services/office space management to ensure integrated activities on common services and implementation of the UN reform.
Coordinates implementation of Registry and Receptionist functions, focusing on achievement of the following results:
Provision of efficient general reception and information services.
· Provision of reliable registry services.
Supports knowledge building and knowledge sharing in the RCO, focusing on achievement of the following results:
Training of staff on the administrative procedures
Briefing/debriefing of staff members on issues relating to area of work
Sound contributions to knowledge networks and communities of practice.
Impact of Results:
The key results have an impact on the efficiency of the RCO. Accurate analysis and presentation of information thoroughly researched, and fully documented work strengthens the capacity of the office and facilitates subsequent action by the supervisor. Incumbent’s own initiative is decisive in results of work and timely finalization.
Building Strategic Partnerships
Maintaining information and databases
Analyses general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
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
Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding 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
Presentation of information on best practices in organizational change
Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
Makes recommendations related to work procedures and implementation of management systems
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
Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Demonstrating/safeguarding ethics and integrity
Demonstrate corporate knowledge and sound judgment
Acting as a team player and facilitating team work
Facilitating and encouraging open communication in the team, communicating effectively
Creating synergies through self-control
Learning and sharing knowledge and encourages learning by others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
Informed and transparent decision making
Required Skills and Experience
Secondary education. Certification in administration desirable. University Degree in Business or Public Administration desirable, but it is not a requirement.
6 years of relevant experience in administration or programme support service. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Experience in handling of web-based management systems.
Fluency in the UN and Arabic, the national language of the duty station.
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