Executive Associate to the  Directorate, G-7 UNCDF Headquarters, New York, USA

Organization: UNDP - United Nations Development Programme


Background

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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.

 

The UN Capital Development Fund (UNCDF) makes public and private finance work for the poor in the world’s 46 least developed countries (LDCs). UNCDF offers “last mile” finance models that unlock public and private resources, especially at the domestic level, to reduce poverty and support local economic development.

UNCDF’s financing models work through three channels: (1) inclusive digital economies, which connect individuals, households, and small businesses with financial eco-systems that catalyze participation in the local economy, and provide tools to climb out of poverty and manage financial lives; (2) local development finance, which drives structural transformation of localities through policy and regulatory reform, fiscal decentralization, innovative municipal finance, and project finance to unlock capital flows to the local level, combined local economic expansion and sustainable development; and (3) investment finance, which provides catalytic financial structuring, de-risking, and capital deployment to drive SDG impact and domestic resource mobilization.

By strengthening how finance works for poor people at the household, small enterprise, and local infrastructure levels, UNCDF contributes to SDG 1 on eradicating poverty with a focus on reaching the last mile and addressing exclusion and inequalities of access. At the same time, UNCDF deploys its capital finance mandate in line with SDG 17 on the means of implementation, to unlock public and private finance for the poor at the local level. By identifying those market segments where innovative financing models can have a transformational impact in helping to reach the last mile, UNCDF contributes to a number of different SDGs and currently to 28 of 169 targets.

Under the guidance and direct supervision of the Executive Secretary of UNCDF, the incumbent ensures effective and efficient functioning of the front office, ensuring confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made by supporting the coordination of the  activities of the Executive Secretary, the Capital Market Unit and the Green Climate Finance Unit with a view to promoting UNCDF national and global programmes and projects.

 

Position Context:

The incumbent may supervise temporary support staff of the office and works in close collaboration with the UNCDF Directorate team as well as other UN Agencies and other strategic partners to ensure efficient flow of information, actions on instructions, agendas and other items as required for the operation of the Directorate. This position is key to the smooth functioning of the Executive Secretary’s front office. 

 

 

Duties and Responsibilities

Ensure effective and efficient functioning of UNCDF Executive Secretary’s office focusing on achievement of the following results:

  • Maintain the calendar of the Executive Secretary (ES) and other senior managers (i.e. Capital Markets Development Unit and the Chief, Green Climate Finance Unit) and preparation of minutes of meetings when requested;
  • Maintain the protocol procedures and adapt according to circumstances and inform partners appropriately;
  • Prepare high-quality briefing materials for supervisors’ appointments, meetings, and missions;
  • Informally translate documents upon request;
  • Manage Executive Secretary and other senior managers’ missions and representation schedule
  • Maintain rosters and telephone lists of high-level partners;
  • Use of automated office management systems for effective functioning of the office.

Provide executive administrative support to the Directorate’s strategic partnerships focusing on the achievement of the following results:

  • Collaborate with staff at HQ and in field offices ensuring timely submission of documents destined for the Executive Secretary and promptly provide feedback to the team members;
  • Prepare correspondence, directives, comments on behalf of Executive Secretary for her/his signature and ensuring appropriate follow up actions;
  • Support the development of a donor/partner intelligence system for UNCDF in close coordination with relevant units in NY and in the field offices;
  • Support the Executive Secretary in keeping a record of new initiatives e.g. strategic plan reporting and target setting, monitoring of balanced scorecards, results of the Global Staff Survey and Partner Survey;
  • Monitor the implementation of new initiatives and keep the Executive Secretary informed of the status:
  • Consolidate the Directorate’s audit information and reports and monitor follow-up actions;
  • Ensure archiving of reference materials project files;
  • Organize and/or support events initiated by the Directorate.

 

Provide operational support to the Directorate focusing on achievement of the following results:

 

  • Manage the travel budget of the ES, Capital Market Development and Green Climate Finance Units;
  • Process all official missions and logistical arrangements for the ES, Capital Market Development and Green Climate Finance Units;
  • Process all travels in the system and logistical arrangements for consultants recruited by the Directorate, Capital Market Development and Green Climate Finance Units;
  • Create requisitions and conduct budget checks for requisitions, POs and vouchers in the system and ensure proper supporting documentation for processing and audit;
  • Maintain the internal expenditures and control system which ensures that vouchers processed are matched and completed, transactions are correctly recorded and posted in the system;
  • Take timely corrective actions on pending requisitions, payments, including the vouchers with budget check errors, match exceptions, unapproved vouchers;
  • Maintain and updates filing, both hard copies and electronic files for the Directorate, the Capital Market Development and Green Climate Finance Units;
  • Facilitate identification and selection process of consultants for projects by liaising with institutions, consulting agencies etc.;
  • Support leave monitoring of the Directorate, the Capital Market Development and Green Climate Finance Units;
  • Coordinate periodic assets management for the Directorate.

Ensure facilitation of knowledge building and management focusing on achievement of the following results:

  • Identify and share the best practices and lessons learned directly linked to UNCDF programme goals and activities and UN system wide initiatives;
  • Contribute to knowledge networks and communities of practice including corporate communications repositories;
  • Transfer of knowledge on protocol;
  • Transfer of knowledge on travel management outside and in the system.

 

 

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 

Thematic Area

Name

Definition

Business Direction & Strategy

 

System Thinking

 

Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider

how altering one element can impact on other parts of the system

 

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  

 

Digital Awareness and Literacy

Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed

 

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

 

Evaluation

 

Ability to make an independent judgement based on set criteria and benchmarks and ability to anticipate client’s upcoming needs and concerns and resolve them

 

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

 

Administration & Operations

Events management (including retreats, trainings and meetings)

Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. as needed

 

Required Skills and Experience

Education

  • Completion of Secondary Education; OR
  • University Degree or equivalent in Social Sciences will be given due consideration, but not a requirement.

Experience, Knowledge, and Skills

  • Minimum 7 years with Secondary Education or 4 years with University Degree of relevant work experience in administrative assistance in public or private institutions in a fast-paced environment,
  • Experience in administrative assistance within the UN system is highly desirable;
  • Knowledge and understanding of the mandate and work of UNCDF globally is desirable;
  • Experience in the usage of computers and office software packages (MS Word, Excel, Photoshop etc.);
  • Experience in web-based management systems and experience in PeopleSoft (ERP), programme management module highly desirable.

Language Requirements:

  • Proficiency in English and excellent writing skills required;
  • Fluency in French or any other UN language is highly desirable.

 

Disclaimer

Important applicant information

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs

 

Local recruitment

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.

 

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web. 

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