Background
In November 2006, the UN Secretary-General’s High Level Panel on System-Wide Coherence produced a set of far-reaching recommendations for UN reform aimed at improving the coherence and effectiveness of the UN System at country level. The report highlights that the UN System is not currently equipped to respond to the challenges set by the Millennium Development Goals due mainly to fragmentation, duplication, and lack of focus. In January 2007, Rwanda was selected as one of eight pilot countries where the ‘One UN’ models will be tried out. Around the same time, the UN Country Team (UNCT) in Rwanda started elaborating its second Common Development Assistance Framework (UNDAF) for 2008-2012, thus providing the necessary programmatic coherence for the implementation of the ‘One Programme’ model in Rwanda. UNDP has been designated:
The lead UN agency for UNDAF Result One related to Good Governance enhanced and sustained, and UNDAF Result 4 on Environment;
The Administrative Agent of the One UN Fund, and;
Chair of the UN Operations Management Team (UNOMT) responsible for leading the harmonization and simplification of policies and procedures among UN agencies.
In late 2009, UNDP embarked on a Country Office (CO) repositioning exercise with a view to aligning the CO capacities with the new Country Programme priorities, and to meeting the expectations placed upon UNDP within the context of the One UN (Delivering as One “DaO”) and the Paris Declaration. The CO’s new Vision Statement is for UNDP Rwanda to provide “
quality advisory services, and contributes to the development of national capacities in order to achieve Rwanda’s development goals
”. To achieve this, the CO developed the following Mission Statement
: “UNDP Rwanda, through the UN Delivering as One process, will contribute to providing efficient support to the Government of Rwanda in achieving the Millennium Development Goals as well as in the areas of Governance and Environment”.
Accordingly, a new CO structure has been established and new functions redesigned to focus on the delivery of upstream advisory services and cost-efficient development support services in Rwanda.
Under the guidance and direct supervision of the Country Director (CD), the Executive Associate to the CD ensures effective and efficient functioning of the CD office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The incumbent will also provide effective programmatic and operational support to members of the Advisory Teams.
The Executive Associate can supervise the secretarial and clerical staff of the directorate. The Executive Associate works in close collaboration with the office teams, staff of the UN Agencies, donor community, national authorities, NGOs and CSOs to ensure efficient flow of information, actions plans, briefing materials, and monitoring to ensure their timely completion.
Duties and Responsibilities
Ensures effective and efficient functioning of the Directorate 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 and training of office staff in this area;
Preparation of high quality briefing materials for supervisor for appointments, meetings, missions;
Preparation of informal translations and other official documents;
Management of CD missions and representation schedule;
Maintenance of rosters of high-level partners, telephone lists;
Preparation of correspondence, directives, comments on behalf of CD for his/her signature and making follow-up when required;
Use of automated office management systems including researching for effective functioning of the CD office.
Ensures provision of effective communications and administrative support to the country 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 Office Units;
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of reports;
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;
Efficient administrative support provided to the Directorate, including Atlas transactions and compilation of programmatic, financial and other management data from Atlas;
Training of staff within the office on office management and protocol;
Ensuring an enabling environment within the Country Office.
Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice;
Organization of specialized trainings for secretaries;
Organization of trainings to UNDP staff on coordination, administration and protocol issues.
Competencies
Corporate Competencies:
Demonstrates commitment to UNDP’s mission, vision and values;
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.
Functional Competencies:
Knowledge Management and Learning:
Shares knowledge and experience;
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills.
Development and Operational Effectiveness:
Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of CD office, including data/ schedule management, maintenance of protocol, information flow;
Confidentiality and sound judgement;
Pro-activeness, resourcefulness and effective problem-solving skills;
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems.
Leadership and Self-Management
Focuses on result for the client and responds positively to feedback;
Communicates effectively with people at all levels;
Consistently approaches work with energy and a positive, constructive attitude;
Remains calm, in control and good humored even under pressure;
Demonstrates openness to change and ability to manage complexities.
Required Skills and Experience
Education:
Secondary Education with specialized executive secretarial and/or business administration training. University Degree or equivalent would be desirable, but is not a requirement.
Experience:
Minimum of 6 years experience in progressively responsible secretarial, administrative, and/or programme duties is required, at the national or international level.
Extensive experience in the usage of computers and office software packages (MS Word, Excel, etc), and in handling web-based management systems is required.
Language Requirements:
Fluency (both oral and written) in French and English is required, and one of the national languages of the duty station.
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.
How to Apply
Visit: https://jobs.undp.org/cj_apply.cfm?job_id=24591
