Executive Associate

I. 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 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. II. Background and Organizational Context

During 2023 a new Country Programme was approved for the period 2023-2026. UNDP Chile Country Program is based on the UNSDCF, the analysis of the priorities and needs of the country, and the six signature solutions of the UNDP Strategic Plan. It builds on results achieved, the evidence-based performance analysis while anticipating emergent areas of intervention and draws on consultations with multiple stakeholders and development partners throughout. The UNDP vision for the program is addressing complex and interconnected challenges, responding to the demands of Chilean society and priorities set by the government that include support to institutional strengthening and citizen participation of women and people left behind; addressing “just” socio-ecologic transition processes with a systemic perspective and reducing multi-dimensional poverty and inequality through a more robust social protection offer, that can be resume in four pillars:

People enjoy economic, social, cultural, and environmental rights in a context of reduced poverty and inequality and enhanced social cohesion. Institutions ensure gender parity and strengthen local development with increased levels of transparency, integrity, participation, and representation. A just and socio-ecological transition to an inclusive and sustainable production and consumption model. Sustainable use of natural resources, protection of ecosystems, biodiversity, and water resources.

In a Net Contributor Country as Chile, UNDP needs to strengthen its value offer, through its “signature solutions”, identifying competitive advantages and incorporating strategic innovation in the search for integral solutions to problems.

III. Position Purpose

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate ensures effective and efficient functioning of the RR’s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, and management of information flow and follow-up on deadlines and commitments made. The Executive Associate promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the RR’s office. 

The Executive Associate to the RR works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

IV. Key Duties and Accountabilities

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

 Maintain the supervisor’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required.  Maintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts. Compile research and prepare high quality briefing materials for supervisor for appointments, meetings, missions, and for use in discussions.  Manage Resident Representative missions and representation schedule. Prepare correspondence, directives, and comments on behalf of RR for his/her signature and follow-up when required.

2) Provide effective communications support to the office to facilitate essential flow of information.

Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents.  Coordinate information flow in the office and follow up on circulation files. Facilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit. Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR. Screen all incoming calls and correspondence. Provide advice to senior officials on national protocols and UN related procedures. 3) Facilitate knowledge building and managementin the Country Office. Provide sound contributions to knowledge networks and communities of practice. Organize specialized training for secretarial and/or support staff. Organize training for UN 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. Supervisory/Managerial Responsibilities: None V. Requirements: Education Secondary Education is required with specialized secretarial training.  A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance, Journalism, Public Affairs, International Affairs or equivalent will be given due consideration, but is not a requirement.

Experience, Knowledge, and Skills

Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level.  Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP. The following experience, knowledge and skills are desirable and will be given due advantage, but they are not a requirement for applications: Prior experience in similar or related positions assisting senior managers, Resident Representatives or equivalent levels. Experience compiling research and preparing high quality briefing materials for supervisor for appointments, meetings, missions, and for use in discussions. Experience managing representatives’ missions and representation schedule. Experience organizing trainings or preparing training or information material on coordination, administration, protocol issues, etc. Prior experience leading or coordinating people or ad-hoc teams. Prior experience with UNDP/UN agencies or other international organizations. Specialized certifications or trainings in secretarial, administration, public or international affairs, protocol and/or communications are desirable.

Language Requirements 

Fluency in Spanish is required. Advanced English (both written and oral) is required. Fluency in English (both written and oral) is considered an advantage.

Expected Demonstration of Competencies

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:Appreciates/respects differences, aware of unconscious bias, confronts discrimination.

Cross-Functional & Technical competencies  Administration & Operations Documents and records management: Overall document (hard or electronic) management; registry and retention policy including storing and archiving. Events management (including retreats, trainings and meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. Business Management Communication: Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience. Ability to manage communications internally and externally, through media, social media and other appropriate channels. Customer Satisfaction/Client Management: Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.  Provide inputs to the development of customer service strategy.  Look for ways to add value beyond clients' immediate requests.  Ability to anticipate client's upcoming needs and concerns. Business Development Knowledge Generation: Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need. Consideraciones en su postulación: Complete el formulario en línea; es requerido . Adjunte también CV en formato libre, como complemento. Incluya una carta de presentación (máximo una página) indicando por qué se considera idónea(o) para la posición. Identifique al menos tres referencias laborales de supervisores(as) anteriores. Las referencias pueden incluir también a los colegas. Tenga presente que durante el proceso pueden requerírseles otros antecedentes. Al momento de postular debe contar con las condiciones habilitantes para trabajar en Chile.
Disclaimer

Important applicant information
All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters
Note: 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.

Workforce diversity
UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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