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2024 UNDP Internship Executive Associate at United States
2024 UNDP Internship Executive Associate post at United States ensures immediate administrative and operational support for the Regional Director and Deputy Regional Director, allowing them to focus on managerial functions. The role involves applying administrative rules, establishing operational procedures, and collaborating closely with the Special Assistant and Executive Associate to enhance coordination within the Directorate. The position is interchangeable with the Executive Associate to ensure seamless functioning.
Duties and Responsibilities for 2024 UNDP Internship Executive Associate
His/her functions will fall into the broad categories below:
Ensures effective and efficient functioning of the office of the RBLAC Director and Deputy Director, focusing on achievement of the following results:
In coordination with the Special Assistant, management of the schedule/calendar for the RBLAC Director with external and internal parties;
Undertaking all travel arrangements for the RBLAC Directorate and other Bureau staff, ensuring coordination with other travel partners from the internal or external environment;
Coordination with the Special Assistant and with other Bureau staff for the timely preparation of high-quality briefing materials for appointments, meetings, and missions;
In coordination with the Special Assistant, management of the RBLAC Directorate´s extensive mission and representation schedule. Understanding of all protocol procedures and ensuring that procedures are fully implemented with respect to all visitors and guests of the Bureau;
Use of office management systems for effective functioning of the RBLAC Directorate’s office, including maintenance of rosters of high-level partners, telephone and contact lists, maintenance and use of automated filing systems and ensuring safekeeping of confidential materials.
Ensures effective communications support to the RBLAC Director and Deputy Director, focusing on achievement of the following results:
Coordinates the information flow from the RBLAC Directorate’s office to other RRBLAC units at Headquarters and in the field, other UNDP and UN units; identification opportunities to improve or streamline information flow and communications channels in the office including through innovative IT solutions;
Liaises in a timely manner with all RBLAC units to ensure that the RBLAC Directorate’s decisions, instructions and requests for action and information are communicated to the correct persons for follow-up actions;
Self-directed and timely follow-up with all units on actions expected by the RBLAC Director and Deputy Director;
Reviews of incoming correspondence for the RBEC Directorate´s attention and prioritizing of documents according to action required;
Directs queries to the appropriate party or substantive focal points within RBLAC for responses;
Drafts and prepares correspondence, directives, and comments on behalf of the RBLAC Director and Deputy Director for his/her signature and ensures follow-up as needed;
Assists in the organization of the Directorate’s meetings and tracking follow-up actions
Provides support to effective advocacy of UNDP and RBLAC activities in close consultation with the Directorate management, senior management and the Special Assistant to the Director, focusing on the achievement of the following results:
Supports the Directorate in facilitating the Bureau’s interaction (in sensitive, political, diplomatic, and others) with various external partners of RBLAC, such as ambassadors, donor country delegations, parliamentarians and high-level senior officials, as well as the Administrator and the Executive Office.
Assists in the maintenance of information on the Directorate staff activities;
Assists in the preparation of public information materials and folders, as requested.
Assists in the organization of official hospitality events on behalf of RBLAC.
Provides administrative support to RBLAC staff, focusing on the achievement of the following results:
Applies ‘best practices’ with respect to administrative, procedures, rules, regulations and systems, and introduction of relevant proposals for their eventual application in the functioning of the RBLAC Directorate’s office;
Drafts/revises meeting minutes.
Processes travel requests in line with the UNDP Travel Manual.
Calculates DSA entitlements and claims and ensures the timely settlement of claims;
Provides administrative support to conferences, workshops, and retreats organized by RBLAC.
Ensures facilitation of knowledge building and management, focusing on the achievement of the following results:
Conducts research on various work-related subjects at the request of the RBLAC Director, Deputy Director and other members of the Directorate, in collaboration with the Special Assistant;
Contributes to knowledge networks and communities of practice;
Ensures availability of coverage and backstopping for the Special Assistant during peak times as well as for other General Service staff in the Bureau on their absences.
The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.
A University Degree or equivalent would be desirable.
At least 7 years (4 years with a Bachelor’s degree) of progressively responsible secretarial, administrative, and programme experience is required at the national or international level within the United Nations Common System.
Advanced user of computers and office software packages (MS Word, Excel, etc.) and in handling web-based management systems;
Fluency in English and Spanish, both oral and written, is required.
Working knowledge of other UN official languages is an asset.
Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.