Background

UNDP is the leading United Nations organization in fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP
Under the guidance and direct supervision of the UNDP Timor-Leste Head of Office/Resident Representative (RR) and Deputy Resident Representative (DRR), the Executive Associate to RR & DRR ensures effective and efficient functioning of the front desk, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Associate to RR & DRR works in close collaboration with projects supported, Programme Support Unit, Operations Unit, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Duties and Responsibilities

1. Ensure effective and efficient functioning of the Resident Representative (RR) and Deputy Resident Representative (DRR) office.

• Draft correspondence, briefs, presentations, protocol procedures, interoffice circulars, general briefing notes, documents, reports, minutes of meetings and other written materials when requested, translations when required.
• Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points.
• Screening of all incoming communications, filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
• Adherence to appropriate protocol and correspondence guidelines when communicating with authorities and other external partners. 
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline communication and information flows.
• Maintenance of protocol procedures.
• Management of front-desk and answering phone calls, if required.
• Monitoring of all visitors to the office and assistance to visitors by providing directions, if required.
• Use of automated office management system.

2. Effective communications and administrative support

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing.
• Follow up on deadlines, commitments made and actions taken.
• Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required.
• Administration of travel, meetings, appointments and briefings requested by Head of Office Including drafting of background notes.
• Maintenance of Teams’ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers.
• Support to organization of advocacy events if required.

3. Facilitation of knowledge building and management

• Sound contributions to knowledge networks and communities of practice.
• Organization of trainings for UNDP staff on coordination, administration and protocol issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Institutional Arrangement

The Executive Associate for RR & DRR works under the general supervision of Head of Office/RR & DRR and collaborates closely with projects supported, Programme Support Unit and Operations Unit.
 

Competencies

Core
Achieve Results:                            LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
Think Innovatively:                        LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
Learn Continuously:                      LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
Adapt with Agility:                         LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
Act with Determination:                LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
Engage and Partner:                      LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
Enable Diversity and Inclusion:      LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 
 

Cross-Functional & Technical competencies (insert up to 7 competencies) 

Required Skills and Experience

Education:

• Secondary Education is required. or 
• University degree (Bachelors’ degree) in Business Administration or related field will be given due consideration but is not a requirement.

Experience:

• Minimum of 6 years (with secondary education) or 3 years (with Bachelor´s degree) of progressively responsible secretarial, administrative, programme experience is required at the national or international level.

Required skills:

• Advance user of MS Office packages (MS Word, Excel etc.).
• Proficiency in using collaboration tools, as well as familiarity with digital platforms and new technologies.
• Experience in handling of web-based management systems.

Desired skills in addition to the competencies covered in the Competencies section:

• Experience in working, liaising, and collaborating with UN agencies, Ministry of Foreign Affairs, government institutions, NGOs, civil society organizations, and public international organizations is considered as an asset.
• At least 3 years of elevant progressive experience in a similar role is considered as an asset.
• Experience of working in a conflict/post conflict setting is an asset.
• Work experience from an international organization in similar positions is an asset.
• Experience in preparing communication materials and reports to external clients is an asset.
• Experience in administration of travel, meetings, appointments and drafting of background and briefing notes is an asset. 
• Experience in drafting correspondence, presentations, protocol procedures, interoffice circulars, documents filing, reports, minutes of meetings and other written materials and translations is an asset.

Required Language(s): 

• Fluency in English and Tetum is required.
• Working knowledge of Portuguese and Indonesian is desirable.
   

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

Right to select multiple candidates

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.

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.