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The United Nations Development Programme (UNDP), Khartoum is seeking qualified candidates for the following post:

Job Title: Executive Associate to Country Director
Section/Unit: Management
Grade Level: G6
Supervisor: Country Director
No. of Post: 1
Duty Station: Khartoum
Duration: 1 Year with possibility for extension
Closing Date: 22 Feb 2018

  Background:

As part of the UN country team in Sudan, UNDP aims to contribute to the significant reduction of extreme poverty throughout the country and to support the establishment of a critical mass among Sudan’s people that is ready and able to engage in the development process of the country. In line with the overarching SDG goal “Leave No One Behind” (embedded among others in SDGs 1, 5,10 and 13), our programme interventions target localities characterized by high levels of poverty and exclusion and those affected by conflict.

Our vision is to strengthen resilience and prompt inclusive sustainable development in Sudan. This vision is fully aligned with UNDP’s corporate Strategic Plan as well as with the UNDAF currently being developed and embedded in the global SDG framework. To that end, we support stabilization and governance for peace as well as environmentally sustainable development. We pay particular attention to the inclusion of marginalized groups, including women and youth representing the most promising potential for change in Sudan.

With an annual average delivery of approximately US$ 100 million over the past 5 years, the Sudan Country Office manages one of the largest portfolios in the Arab states region. The portfolio is composed of three pillars: the UNDP core portfolio (US$ 30 million), the Global Fund portfolio (US$ 40 million), and the Managing Agent portfolio related to the Common Humanitarian Fund and the Darfur Community Peace and Stability Fund (US$ 30 million). Under the guidance and direct supervision of the Country Director (CD), the Executive Associate to 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 Executive Associate can supervise the secretarial and clerical staff of the office. The Executive Associate to CD works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas, support to official missions and organization of meetings with high level officials.

 



  Duties and responsibilities:

  1. Ensures effective and efficient functioning of the CD office focusing on achievement of the following results:
  • Management of the Country Director’s office, ensuring an environment of professionalism and teamwork at all times.
  • Maintenance of the Country Director calendar, organization and update of 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 advise accordingly to ensure adherence in all matters/documents submitted to the CD’s attention
  • Ensuring that briefing materials are timely provided to supervisor for appointments, meetings and missions.
  • Preparation of informal translations and executive briefs based on material researched or submitted by pertinent units.
  • Management of CD missions, including travel arrangements, and representation schedule Maintenance of rosters of high-level partners from different national and international organizations, creation of data base to facilitate retrieval and classification.
  • Work closely with  relevant unit managers on preparation of correspondence, directives, comments on behalf of CD for his/her signature and making follow-up when required. Review documents and correspondence submitted for CD’s approval to ensure correctness in style, format and protocol.
  • Optimize use of  automated office management systems for effective functioning of the CD office.
  • Facilitation of conferences, webinar and events organized by the CO.

 

  1. Ensures provision of effective communications support to the office focusing on achievement of the following results:
  • Organization and maintenance of an automated filing system ensuring safekeeping of confidential materials.. Update established procedures for document retrieval and sharing.
  • Coordination of the information flow in the office, follow up on circulation files and dissemination of corporate and interoffice communication to staff as required.
  • Facilitation of information sharing between UNDP units and with UNDP HQs.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to CD.
  • Screening of all incoming calls and correspondence. Determine priority and referral to pertinent units.  Prepare official letters and general briefing notes on various subjects as requested by supervisor.
  • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.

3. 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 and administrative assistants
  • Organization of trainings to UN staff on coordination, administration and protocol issues.

Impact of Results

The key results have an impact on the efficiency of the CD office.  Accurate analysis and presentation of information strengthens the capacity of the CD office and promotes the image of UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.

 

Functional Competencies:     

Building Strategic Partnerships

Level 1.1: Maintaining information and databases

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

Promoting Organizational Learning and Knowledge Sharing

Level 1.1: Basic research and analysis

  • Researches best practices and poses new, more effective ways of doing things
  • Documents innovative strategies and new approaches

Job Knowledge/Technical Expertise

Level 1.1: Fundamental knowledge of processes, methods and procedures

  • 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

Level 1.1: Presentation of information on best practices in organizational change

  • 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

Level 1.1: Data gathering and implementation of management systems

  • Uses information/databases/other management systems
  • Provides inputs to the development of simple system components

Client Orientation

Level 1.1:  Maintains effective client relationships

  • 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

Level 1.1:  Gathering and disseminating information

  • 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.

 

 
Minimum Qualification, Skills and Experience Required:

Education:

  • Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

  • 6 years of progressively responsible secretarial, administrative, programme experience is required at the national or international level.
  • Excellent computer skills, experience in the usage of office software packages (MS Word, Excel, etc.), experience in handling of web based management systems.

Language Requirements:

  • Fluency in English and Arabic

 


Only short-listed candidates will be contacted.
Women Candidates are highly encouraged to apply.
Notice
UNDP, as a matter of practice, does not charge any application, processing fee at any stage of the recruitment.


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