EXECUTIVE ASSOCIATE - UNOCHA (OPEN TO SOMALI NATIONALS ONLY), Mogadishu

EXECUTIVE ASSOCIATE - UNOCHA (OPEN TO SOMALI NATIONALS ONLY)
Closing Date: Friday, 16 November 2012

Location : Mogadishu, SOMALIA Application Deadline : 16-Nov-12 Type of Contract : FTA Local Post Level : GS-6 Languages Required :

English   Duration of Initial Contract : One year Expected Duration of Assignment : One year (Renewable)  

Background

Under the guidance and direct supervision of the Head of Office , the Executive Associate to ensure effective and efficient functioning of the Front Office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow, follow up on deadlines and commitments made.

The Executive Associate works in close collaboration with UNOCHA staff, UN Agencies, national authorities, HQs staff to ensure efficient flow of information, actions on instructions, agendas, prepare draft letters on behalf of the Head of Office.

Duties and Responsibilities

Ensures effective and efficient functioning of the Front Office focusing on achievement of the following results:

·         Coordinate and maintain the supervisor’s calendar of meetings, organize meetings, contacts with high-ranking visitors, arrangement of appointments and meetings, draft replies to invitations and meetings; researches briefing materials, acting as an interpreter when required and/or taking minutes.

·         Preparation of high quality briefing materials for supervisor appointments, meetings, missions.

·         Maintenance of rosters of high-level partners, telephone lists.

·         Preparation of correspondence, directives, comments on his signature and making follow up when required.

·         Use of automated office management systems for effective functioning of the front office.

Ensures provision of effective communication support to the office on achievement of the following results:

·         Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.

·         Facilitation of information sharing between UNCT and the UNOCHA.

·         Review and screening incoming correspondence for the Head of Office attention and prioritize documents according to action required; review and edit outgoing correspondence for the Head of Office signature; ensure quality control , substance, sensitivity of issues, and that they are prepared according to UN standards;

·         Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

Ensures administrative support to the office:

·         Assist in managing day to day operations of the front office; convey to staff directives and information from the Head of Office; participate in and drafts minutes of meeting and ensure proper dissemination.

·         Make arrangements for official travel of the Head of Office, communicate with meeting organizers/country offices on logistics; set itinerary, follow, obtain clearances, visas, tickets necessary for travel.

·         Preparation and dissemination of briefing packs upon request.

·         Ensures facilitation of knowledge building and management.

·         Any other assignments at the request of the other staff

Competencies

Functional Competencies:          

Building Strategic Partnerships

·         Analyzes general information and selects materials in support of partnership building initiatives

Promoting Organizational Learning and Knowledge Sharing

·         Researches best practices and poses new, more effective ways of doing things

·         Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

·         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 learning

·         Demonstrates good knowledge of information technology and applies it in work assignments

Promoting Organizational Change and Development

·         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

·         Uses information/databases/other management systems

·         Provides inputs to the development of simple system components

Client Orientation

·         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

·         Gathers and disseminates information on best practice in accountability and results-based 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 member.

·         Informed and transparent decision making

Required Skills and Experience

Education:          

·         Completion of Secondary Education with specialized certification. University Degree in Business Administration or an equivalent would be desirable, but it is not a requirement.

Experience and Competencies:

·         6 years of progressively responsible administrative or programme experience is required at the national or international level. 

·         Knowledge of the UN operational system is an asset

·         Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.

Language Requirements:

·         Fluency in English, both spoken and written is essential;

·         Knowledge of Somali is a requirement.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.