Executive Associate - GS6

Organizational Context

The United Nations Development Programme (UNDP) in Bolivia supports national and subnational capacities, promoting Sustainable Development Goals, human rights, and gender equality. It aims to achieve sustainable human development by addressing gaps and ensuring inclusivity. UNDP Bolivia focuses on environmental sustainability as a strategy to combat poverty and reduce vulnerability. The Executive Associate role supports the Resident Representative and Deputy Resident Representative, ensuring efficient office operations and confidential management of information and commitments.

Job Purpose

The Executive Associate ensures the effective and efficient functioning of the Resident Representative's (RR) and Deputy Resident Representative's (DRR) offices within UNDP Bolivia. This role involves maintaining strict confidentiality, managing protocol procedures, overseeing information flow, and diligently following up on deadlines and commitments. The position requires a proactive approach, utilizing sound judgment, tact, and sensitivity in a multitasking environment. The Executive Associate collaborates closely with UNDP staff, UN Agencies, national authorities, and other stakeholders to ensure efficient information exchange, facilitate actions on instructions, and manage agendas, thereby supporting the RR's office in achieving high-quality, results-oriented operations and fostering a collaborative, client-focused approach.

Responsibilities

The Executive Associate is responsible for ensuring the efficient operation of the Resident Representative (RR) and Deputy Resident Representative (DRR) offices. Key duties include managing the RR/DRR's calendars, contacts, and high-level visitor appointments, taking minutes, and providing informal translations. This involves maintaining protocol procedures, compiling briefing materials, and organizing high-level missions' logistics. The role includes preparing and following up on correspondence on behalf of the RR, organizing meetings, and screening communications. Additionally, the Executive Associate manages confidential filing systems, facilitates information sharing across teams and with external partners, and tracks progress on commitments and reports. The position also involves advising on national protocols and UN procedures, drafting correspondence, administering travel and payments, coordinating transportation, and supporting event planning. A crucial aspect is identifying and proposing improvements to office communication processes and contributing to knowledge management within the Country Office.

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 computers, standard office software (MS Word, Excel), and web-based management systems (like ERP) is mandatory. Experience working with international cooperation agencies, preparing executive-level reports and presentations, and organizing meetings/events is desired.

Skills

Proficiency in document and records management, event management, clear and concise communication (written and verbal), customer satisfaction/client management, and knowledge generation. Core competencies include achieving results, innovative thinking, continuous learning, adaptability, determination, engagement, and fostering diversity and inclusion.

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