BackgroundThis position is located in the United Nations Resident Coordinator System (UNRCS) in Caracas, Venezuela. In its Resolution A / RES / 72 / 279, the United Nations General Assembly endorsed the transformation of the UNRCS as a stand-
alone coordination office within the United Nations Secretariat. As per the Service Level Agreement (SLA) between the UNRCS in Venezuela and the United Nations Development Programme (UNDP) in Venezuela, the Executive Associate to the Resident Coordinator is a position provided by UNDP with exclusive functions to the RC.
Under the guidance and direct supervision of the RC, the Executive Associate ensures effective and efficient functioning of the RC 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 RC works in close collaboration with RCO staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions and agendas.
Duties and ResponsibilitiesEnsures effective and efficient functioning of the RC office focusing on achievement of the following results : Maintenance of the supervisor’s calendar, contacts with high-
ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required and / or taking minutes.
Maintenance of protocol procedures.Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
Preparation of informal translations.Management of RC missions and representation schedule.Logistically supports the preparation of missions of senior officials from headquarters and other non-
resident agencies to the country.Procedures for visas and accreditations of foreign officials in the offices of consular relations and immunities and privileges of the Ministry of Foreign Affairs.
Maintenance of rosters of high-level partners, telephone lists.Preparation of correspondence, directives, comments on behalf of RC for his / her signature and making follow-
up when required.Use of automated office management systems for effective functioning of the RC office, including, but not limited to, RC Office budget in ATLAS, HR management, IRIS system.
Ensures provision of effective communications support to the office focusing on achievement of the following results : Maintenance of the filing system ensuring safekeeping of confidential materials.
Use of automated filing system.Coordination of the information flow in the office, follow up on circulation files.Facilitation of information sharing between UNCT and the UN Coordination Office.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RC a.
Screening of all incoming calls and correspondence.Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
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.Organization of trainings to UN staff on coordination, administration and protocol issues.
CompetenciesFunctional Competencies : Building Strategic PartnershipsLevel 1.1 : Maintaining information and databasesAnalyzes general information and selects materials in support of partnership building initiativesPromoting Organizational Learning and Knowledge SharingLevel 1.
1 : Basic research and analysisResearches best practices and poses new, more effective ways of doing thingsDocuments innovative strategies and new approachesJob Knowledge / Technical ExpertiseLevel 1.
1 : Fundamental knowledge of processes, methods and proceduresUnderstands the main processes and methods of work regarding to the positionPossesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasksStrives to keep job knowledge up-
to-date through self-directed study and other means of learningDemonstrates good knowledge of information technology and applies it in work assignmentsPromoting Organizational Change and DevelopmentLevel 1.
1 : Presentation of information on best practices in organizational changeDocuments best practices’ in organizational change and development within and outside the UN systemDemonstrates ability to identify problems and proposes solutionsDesign and Implementation of Management SystemsLevel 1.
1 : Data gathering and implementation of management systemsUses information / databases / other management systemsProvides inputs to the development of simple system componentsClient OrientationLevel 1.
1 : Maintains effective client relationshipsReports to internal and external clients in a timely and appropriate fashionOrganizes and prioritizes work schedule to meet client needs and deadlinesEstablishes, builds and sustains effective relationships within the work unit and with internal and external clientsResponds to client needs promptlyPromoting Accountability and Results-
Based ManagementLevel 1.1 : Gathering and disseminating informationGathers and disseminates information on best practice in accountability and results-
based management systemsPrepares timely inputs to reportsMaintains databasesCore Competencies : Demonstrating / safeguarding ethics and integrityDemonstrate corporate knowledge and sound judgmentSelf-
development, initiative-takingActing as a team player and facilitating team workFacilitating and encouraging open communication in the team, communicating effectivelyCreating synergies through self-
controlManaging conflictLearning 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 makingRequired Skills and ExperienceEducation : 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.
Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.
Language Requirements : Fluency in Spanish and English.