Executive Associate

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.  

UN Volunteers (UNV) headquartered in Bonn, Germany engages qualified volunteers contributing to the impact and efficiency of the United Nations system and supports efforts by UN Member States and the UN to integrate volunteerism in the strive towards meeting the global Sustainable Development Goals.  

The Executive Office (ExO) of UNV provides vision, innovation, and organizational leadership, and strategically directs and manages UNV global operations. The ExO defines long-term goals and immediate objectives, building on UN General Assembly resolutions and UNDP/UNFPA/UNOPS Executive Board decisions. The ExO leads the development, articulation and implementation of the substantive, financial and operational aspects of the UNV programme, e.g. strategies, policies and guidelines. 

Under the guidance and direct supervision of the Deputy Executive Coordinator (DEC), the Executive Associate is responsible for the smooth and efficient functioning of the DEC’s office and provides effective and quality operational support to other functions in the Executive Office (ExO). The Executive Associate manages information flow and follows up on deadlines and commitments to ensure timeliness and accuracy of ExO’s services as well as appropriate outcomes. As a member of the Executive Office team, the Executive Associate is expected to work closely with other members of the team and across all units and functions in the organization both at HQ and outside Bonn, fostering horizontal collaboration while handling matters of sensitive nature with discretion; protecting confidentiality, and ensuring transparency, as required depending on the context. Embodying a client oriented and adaptive mindset, the Executive Associate represents the highest standards of integrity and innovative approaches to work and is a force for administrative efficiency, continuous learning and renewal in the organization. An important part of the role is to backstop the Executive Associate to the Executive Coordinator and provide support to the Director of Management Services when required from time to time. 

Duties and Responsibilities
1. Ensure effective functioning of the Deputy Executive Coordinator’s (DEC) office

• Manage and monitor the DEC´s agenda, schedule appointments, assist proactively in time management, prepare for meetings, missions, visits, etc.
• Organize the office of the Deputy Executive Coordinator to ensure smooth work-flow and assign priorities for correspondences as appropriate. Timely follow-up on deadlines.  
• Screen, track, and assign incoming correspondence and documents, prioritizing complex or sensitive items for special attention.
• Establish and oversee procedures to monitor deadlines, ensuring timely follow-up on pending issues and correspondence requiring the personal attention of the DEC and/or ExO.
• Manage and review correspondence for the Deputy Executive Coordinator, ensuring high-quality, priority-based handling, compliance with prescribed formats, and proper filing in line with UNV standards.
• Manage the administration of DEC’s travel and missions.
• Compile and issue notification for mission plans and coordinate the preparation of the meetings/missions and briefing material, ensuring the timely and appropriate arrangements for meetings/missions and support the scheduling of high level meetings. 
• Take minutes from meetings when required, prepare and disseminate the minutes to relevant stakeholders.  
• Establish and maintain files, reports and documents in a systematic manner for use by the Deputy Executive Coordinator.
• Organize in-person visits (on-site or elsewhere) of UN, Government or other counterparts or external visitors to the DEC, as requested.
• Other tasks required to support the effectiveness of the UNV management team, as may be required from time to time.

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