Executive Associate (open To Tier 0, 1, 2 & 3 Applicants)

Organizational Context

The UNDP Regional Hub for Latin America and the Caribbean, based in Panama, supports 25 country offices. It provides regional policy and advisory services, knowledge sharing, and customized development solutions to strengthen national and local capacities. The Hub is enhancing its internal capacities to deliver timely and effective services in a dynamic environment, ensuring business continuity and sustainable development.

Job Purpose

The Executive Associate ensures the efficient and effective functioning of the Hub Manager's office, maintaining confidentiality, protocol procedures, and managing information flow and commitments. This role promotes a collaborative, client-focused, and results-oriented approach. The Executive Associate works closely with internal and external stakeholders to ensure smooth information exchange and follow-through on actions, contributing to the achievement of UNDP's strategic goals through a portfolio approach and multidisciplinary teamwork.

Responsibilities

The Executive Associate is responsible for ensuring the effective and efficient operation of the Hub Manager's office. Key duties include managing the supervisor's calendar, arranging meetings, taking minutes, and preparing briefing materials. The role involves maintaining protocol procedures, managing high-level contacts, and handling correspondence on behalf of the Hub Manager. Additionally, the Executive Associate provides communication support by managing filing systems, coordinating information flow, facilitating information sharing among various units and stakeholders, and following up on deadlines and commitments. The position also supports knowledge management by contributing to networks and organizing training sessions on coordination, administration, and protocol.

Work Experience

A minimum of 6 years of progressively responsible secretarial, administrative, or programme experience is required with a high school diploma, or 3 years with a bachelor's degree. Experience with computer software, web-based management systems (like ERP), event organization, protocol procedures, and executive support is highly desirable. Familiarity with UNDP or UN System operations is an advantage.

Skills

Proficiency in computer and office software packages (MS Word, Excel, ERP systems). Strong organizational and administrative skills. Excellent communication and interpersonal abilities. Experience in protocol procedures and executive support. Ability to manage calendars, meetings, and correspondence. Familiarity with document and records management, and event management. Customer service orientation.

Explore related opportunities