Special Assistant To Director

Background

Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background and Organizational Context

The Special Assistant to the RBEC Director (hereafter Special Assistant) forms part of the RBEC Directorate located at UNDP HQ in NY and is responsible for the provision of, analysis, coordination, advisory and quality assurance support to the RBEC Director (hereafter RD). S/he collaborates with teams within HQ teams/units and throughout RBEC as whole, including Regional Hub and Country Offices to support the representational, advocacy, partnership, and communications commitments of the RD. S/he supports relevant directorate specific, UNDP, and UN management mechanisms for tracking and ensuring follow-up on senior management directives, commitments, exchanges and agreements with internal and external stakeholders.

Position Purpose

Provide a brief, one paragraph summary of the position’s key objectives, contributions and scope of responsibilities to serve as an introduction to the Key Duties and Accountabilities.

Working under the overall supervision of the RD, the Special Assistant provides day-to-day support in implementing the organization’s mandate. S/he is the primary point of contact for all meetings, missions, conferences, etc. and related reporting undertaken by the RD. S/he is responsible for performing and contributing to the duties and accountabilities.

Duties And Responsibilities

Provide Scheduling and Effective front-office support to the RBEC Director

• Drafts correspondence, notes-to-the-file, and coordinates/contributes to other routine documentation as required by the RD;
• Facilitates implementation of the requests, directives and commitments of the RD, in coordination with relevant managers and teams within the bureau;
• Coordinates and manages forward planning of the quarterly and long-term calendar of the RD, ensuring strategic prioritization of engagements in liaison with the SAP team;
• Maintains regular contact with the RBEC Team Leaders, UNDP Executive Office of the Administrator, the Directorates of different UNDP bureaus, and external stakeholders such as Missions to the UN, UN System partners, donors, and other multilateral agencies to keep the RBEC Director abreast of key developments within the organization; and
• Assists the RD in ensuring the smooth running of the Directorate by providing them with the up-to-the-minute information, drafts of analyses, presentations, and well-crafted messages he/she needs for day-to-day management, meetings, and external contacts.
• Manages the daily schedule, mission planning and calendar of engagements for the RD;

Review, analysis, and quality assurance of documents for the Executive Director

• Provides clear and timely guidance to staff to facilitate preparation of briefs and speeches for the RBEC Director;
• Channels feedback/comments/questions from the RBEC Director to teams and vice versa;
• Reviews speeches, briefs, background papers, etc. for substantive accuracy, completeness, strategic messaging, in liaison with the SAP and Communications Teams as well as other units throughout RBEC as needed;
• Reviews and analyzes relevant RBEC documents and submissions for the approval or clearance of the RBEC Director to ensure alignment with corporate guidance and standards as well as to ensure quality and comprehensiveness of input;
• Contributes to timely and efficient information sharing in the organization, including discussion-papers, documents for e-review, minutes with relevant decisions and others.
• Drafts and contributes to speeches and briefs for the RBEC Director as necessary;
• Coordinates briefs, inputs to briefs and position papers for the RD, ensuring completeness and coordination with the RBEC units.
• Performs research on topics as assigned, analyzes information and synthesizes into a clear summary to facilitate decision-making by the RBEC Director.

Coordination of substantive preparation and follow-through on the engagements (including missions) of the Regional Director

• Prepares, accompanies the RD at, and follows up on meetings if required;
• Facilitates and tracks follow-up actions with relevant focal points within RBEC and UNDP, in line with commitments made by the RD;
• Coordinates substantive preparations, including agenda, accompaniment, and supporting materials for all engagements of the RD, in liaison with the SAP team;
• Organizes official side-meetings and visits on the RD while on mission;
• Coordinates special tasks on behalf of the RD if and where required.

Management and Communication support

• Ensures that timely follow-up action is taken, and that the RD’s commitments and agreements appropriately reflected;
• Drafts and/or assists in the drafting of correspondence at the request of the RD for clearance and signature;
• Collaborates with the operational planning missions undertaken by the RD, including identifying major meetings and preparation of briefing documentation;
• Supports the organization of regular staff meetings and special events;
• Carefully reviews correspondence drafted for the RD’s signature to ensure clarity and that the RD’s position is reflected;
• Supports effective internal communications with staff;
• Coordinates preparation of submissions and background documentation for RBEC management mechanisms including the RBEC senior management team;
• Advises the RBEC Director on a range of issues relating to management and the overall “state of the bureau”, including emerging concerns of staff;
• Ensures that a system is in place to handle delicate and sensitive information matters with tact and acumen.
• Acts as Secretary for RBEC senior management team, responsible for recording decisions, coordinating development of the agenda, gathering and analyzing information to support decision-making, and communication of relevant decisions to staff;

Competencies

Core

Achieve Results:

• Set and align challenging, achievable objectives for multiple projects, have lasting impact.

Think Innovatively

• Proactively mitigate potential risks, develop new ideas to solve complex problems.

Learn Continuously

• Create and act on opportunities to expand horizons, diversify experiences.

Adapt With Agility

• Proactively initiate and champion change, manage multiple competing demands.

Act With Determination

• Think beyond immediate task/barriers and take action to achieve greater results.

Engage With Partner

• Political savvy, navigate complex landscape, champion inter-agency collaboration.

Enable Diversity And Inclusion

• Appreciate benefits of diverse workforce and champion inclusivity.

Cross-Functional & Technical Competencies

Business Direction & Strategy - Business Acumen:

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.

Business Direction & Strategy - Effective Decision Making

• Ability to take decisions in a timely and efficient manner in line with one’s authority, area of expertise and resources.

Business Development - Knowledge Generation

• Ability to research and turn information into useful knowledge relevant for context, or responsive to a stated need.

Business Development - Knowledge Facilitation

• Ability to animate individuals and communities of contributors to participate and share, particularly externally.

Business Management - Partnership Management

• Ability to build and maintain partnerships with wide networks of stakeholders, Governments, civil society and private sector partners, experts and others in line with UNDP strategy and policies.

Business Management - 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.

Extended Relations and Advocacy - Communication Creative direction and copywriting:

• Ability to creatively communicated concepts in an engaging and simple way.

Education

Required Skills and Experience

• Advanced university degree (Master’s or equivalent) in economics, business administration, social sciences or related disciplines

Experience

• Experience working in developing country settings is desirable.
• 5 years of professional work experience with the United Nations system.
• Sound knowledge of UN/UNDP systems, procedures and policies

Language Requirement

• Fluency in other UN language is an asset.
• Excellent knowledge of English, as well as writing, presentation and communication skills.;

Note

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer

Important information for US Permanent Residents ('Green Card' holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

Applicant Information About UNDP Rosters

Note: UNDP 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.

Non-discrimination

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

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