Background and Organizational Context
UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet.
UNDP in Lesotho supports Basotho to build resilience at every level to help achieve long-term Sustainable Development Goals. We provide assistance in the following focus areas: poverty reduction; promotion of transparent, accountable and effective governance at all levels; and managing environmental changes by adopting an integrated approach to sustainable management of natural resources. The UNDP country programme document, 2024-2028, supports the efforts of the Kingdom of Lesotho to achieve the Sustainable Development Goals articulated in the National Strategic Development Plan, 2023/2024-2027/2028 (โNSDP IIโ). The NSDP II identifies four priorities: growth progression; social transformation; infrastructure development; and governance and accountability, with environment and climate change as cross-cuttingย
A number of key results have been achieved and the Country intends to build on lessons learnt over last years of the Country programme to leverage partnerships and networks and bring to scale ongoing programmes and projects. A robust and responsive robust team is critical to the realization of this strategy.
Position Purpose
Under the guidance and direct supervision of the Resident Representative, the Executive Associate ensures effective and efficient functioning of the Front Office; comprising the offices of the Resident Representative and Deputy Representative office, in full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.ย
The Executive Associate ย serves as a focal point for all communications and appointments with the RR and DRR coming from external partners as Ambassadors, donor country delegations, government officials, permanent missions and high senior officials , and from Senior UNDP staff at HQ and in the field to ensure efficient flow of information, actions on instructions 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.
Duties and Responsibilities
Summary of Key Functions:
Effective and efficient functioning of the Front Office (RR and Deputy Resident Representative); Effective communications and administrative support to the office; Knowledge building and management; Supports communication and visibility for CO.1. Ensures effective and efficient functioning of the Front Office focusing on achievement of the following results:ย
Management of the Resident Representativeโs and Deputy Resident Representativeโs office, always ensuring an environment of professionalism and teamwork, and setting exemplary standards of conduct for the CO team;ย Efficient and discreet management of the Resident Representativeโs schedules; ย Maintenance and facilitation of protocol procedures and facilitation of visiting missions, delegations and dignitaries and formal preparation of official functions; Undertaking research, analysis and preparation of background information on donors, preparation of donorโs profile and database, maintenance of data base, establishment of contact with donor counterparts; Organization of regular and ad-hoc meetings; preparation of minutes and summaries of actions to be taken; tracking of progress on planned issues; follow-up with focal points;ย Screening of all incoming communications, filter outgoing correspondence for supervisorโs signature, clearance and further action by other staff; wherever possible;ย Ensuring quality control and timely preparations of Briefing Notes, Talking Points and/or Speeches for the Resident Representative, in collaboration with relevant CO colleagues; Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners; Use of automated office management system for effective functioning of the RR and DRR; Maintenance of rosters and contact lists of high-level partners and other relevant stakeholders; Management of RR and DRR missions (including travel and other logistics), and representation schedule.ย 2. Ensures provision of effective communications and administrative support to the office of the Resident Representative 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 and dissemination of corporate and interoffice communication to staff as required;ย Facilitation of information sharing with Programme and Operations Teams;ย Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the RR & DRR; Draft routine correspondence, interoffice circulars, general briefing notes, documents, reports, and minutes of meetings when requested, translations when required; Administration of travel, meetings, appointments and briefings of Resident Representative including drafting of background notes;ย Maintenance of Teamsโ status reports, best practices, lessons learned, publishing on section intranet and compiling of information for resource mobilization and communications officers; Support to organization of advocacy events if required; Supports the RR in facilitating his interaction (in sensitive, political, diplomatic, others) with external partners of UNDP; Supports strategic partnerships with peers and other key contacts in the various arms of Government; diplomatic corps, donor community, civil society, UN agencies and international organizations; Facilitation of information sharing between the Office of the RR, Senior Management Team Team (SMT), and Lesotho UNCT team; Review and screen incoming correspondence for the RRโs attention and prioritize documents according to action required; review and edit outgoing correspondence for the RRโs signature; ensure quality control, substance, sensitivity of issues, and that they are prepared according to UNDP standards; Research, obtain and ensure the RRโs requirements for background materials for briefings, meeting, official missions and appointments; Coordination of the information flow in the office, follow up on circulation files.3. Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice; Organize trainings for UNDP staff on coordination, administration and protocol issues; ย Participation in the training for the programme/operations/projects staff on administration.4. Supports Communication and Visibility for the Country Office:
Supports the formulation and implementation of external communications and advocacy strategies; Supports the RR in facilitating his interaction (in sensitive, political, diplomatic, others) with external partners of UNDP; Supports strategic partnerships with peers and other key contacts in the various arms of Government diplomatic corps, donor community, civil society, UN agencies and international organizations; Coordinating activities of the staff within the Office of the RR, on the one hand, and on the other hand, between the Office of the RR and the wide range of partners in the field and outside the country; Development of communication materials for marketing and awareness-raising campaigns, including briefing and media materials in coordination; Assistance in the design and maintenance of the office web sites based on corporate requirements in cooperation with the ICT staff; Preparation/checking the content for the web sites and social media platforms to ensure consistency of the materials.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:ย N/A.
Competencies
Core Competencies:
Achieve Results:ย LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline.
Think Innovatively:ย LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements.ย
Learn Continuously:ย LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback.
Adapt with Agility:ย LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible.ย
Act with Determination:ย LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident.
Engage and Partner:ย LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships.
Enable Diversity and Inclusion:ย LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination.
Cross-Functional & Technical competenciesย
General (across the functions)ย :
Public relationsย Ability to build and maintain an overall positive public image for the organization, its mandate and its brand, while ensuring that individual campaigns and other communications and advocacy initiatives are supported in reaching the public.Administration & Operations:ย
Documents and records managementย ย Overall document (hard or electronic) management; registry and retention policy including storing and archiving.Business Management:
Communicationย ย Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfill and understand the real customers' needs; Ability to manage communications internally and externally, through media, social media and other appropriate channels.Business Management:ย
Customer Satisfaction/Client Managementย ย 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; 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.Partnership management:
Relationship managementย ย Ability to engage with a wide range of public and private partners, build, sustain and/or strengthen working relations, trust and mutual understanding.Required Skills and Experience
Education:
Secondary Education is required with specialized secretarial training. University degree in Administration, Office Management, Public Relations, Communications, or related field will be given due consideration but is not a requirement.Experience:
Minimum six (6) years (with High School diploma) or three (3) years (with Bachelor's degree) of progressively responsible secretarial / administrative or project/programme support service experienceย isย ย requiredย ย atย theย ย nationalย ย or international level; Experience in the usage of computers and office software packages (MS Word, Excel, etc) is required;ย Experience in handling of web-based management systems is required; Work experience as an Executive Assistant, Personal Assistant or similar role with UN and/or international organization is an added advantage; Experience working with multiple stakeholders, including maintenance of the supervisorโs calendar, contacts with high-ranking visitors, arrangement of appointments and meetings is desired; Experience in preparation of correspondence, briefing materials and coordination of the information flow in the office is an added advantage; Experience in international organization or within the United Nations systems is an added advantage.Language Requirements:
ย Proficiency in English and Sesotho is required.Equal opportunity
As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.ย
UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.
Sexual harassment, exploitation, and abuse of authority
UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.ย
Probation
For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.
Right to select multiple candidates
UNDP reserves the right to select one or more candidates from this vacancy announcement.ย 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.
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