Executive Associate to the Resident Coordinator

I. Position Information
Job code title:
Classified Grade:
Supervisors :
Executive Associate to the Resident Coordinator
UNDP Resident Representative/ UN Resident Coordinator/ and
Coordination Specialist
II. Organizational Context
Under the guidance and direct supervision of the Resident Representative/Resident Coordinator
RR/RC and the UN Coordination Specialist, the UN Coordination Associate functions as the
Executive Associate and provides assistance to the execution of services in the UN Coordination
Unit by managing data and providing full confidential support in all aspects of assignments,
maintenance of protocol procedures, management information flow and follow-up on deadlines
and commitments of UN activities implementation. The UN Coordination Associate promotes a
client-oriented approach with national authorities to ensure efficient flow of information, actions on
instructions and agendas.
The UN Coordination Associate/ Executive Associate to the RR/RC office works in close
collaboration with the operations, programme and project teams of the UN Agencies and UNDGO
staff for resolving complex UN programme-related issues and exchange of information.
III. Functions / Key Results Expected
1. Ensures effective and efficient functioning of the RR/RC office focusing on
achievement of the following results:
Maintenance of the supervisor’s calendar, contacts with high-ranking visitors,
arrangement of appointments and meetings, acting as an interpreter when required
and/or taking minutes.
Maintenance of protocol procedures.
Preparation of high quality briefing materials for supervisor for appointments, meetings,
Preparation of informal translations.
Management of RR/RC missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of RR/RC for his/her
signature and making follow-up when required.
Use of automated office management systems for effective functioning of the RR/RC
2. Ensures provision of effective communications 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.
Coordination of the information flow in the office, follow up on circulation files.
Facilitation of information sharing between UNCT and the UN Coordination Unit.
Follow up on deadlines, commitments made, actions taken and coordination of collection
and submission of the reports to RR/RC.
Screening of all incoming calls and correspondence.
Presentation of proposals to eliminate communication bottlenecks in the office and
streamline office procedures between the supervisor’s office and subordinate division.
3. Supports preparation and implementation of the RC Work Plan focusing on the
achievement of the following results:
Preparation of inputs to the RC Work Plan/reports
Proper control of the supporting documents for payment from the Support to the Resident
Coordination (SRC) fund and other funds for UNCT activities
Review of the RC funds expenditures and reporting to the direct supervisor. Preparation
of required budget revisions drafts.
Upon delegation of responsibility, preparation of vouchers and requisitions in Atlas,
entering vendors information.
Ensures facilitation of knowledge building and management focusing on achievement
of the following results:
Sound contributions to knowledge networks and communities of practice.
Synthesis of best practices and lessons learnt on coordination
Organization of trainings to UN staff on coordination, administration and protocol issues.
IV. Impact of Results
The key results have an impact on the efficiency of the RR/RC office. Accurate analysis and
presentation of information strengthens the capacity of the RR/RC 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.
V. Competencies and Critical Success Factors
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
 Analyzes general information and selects materials in support of partnership building
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
 Demonstrates good knowledge of information technology and applies it in work
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 resultsbased 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
 Informed and transparent decision making
VI. Recruitment Qualifications
Completed secondary education with specialized secretarial or
administration training. A University diploma would be an
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 English language.
VII. Signatures- Job Description Certification
Incumbent (if applicable)
Name: Yolanda Durant-McKlmon
Deputy Resident Representative
Name: Shabnam Mallick