Executive Associate- [Open to all applicants]
Organizational Context
The United Nations Development Programme (UNDP) is a global organization focused on sustainable development and achieving the Sustainable Development Goals (SDGs). The Bureau for Policy and Programme Support (BPPS) develops policy and guidance, provides technical advice, and advocates for UNDP's corporate messages. The BPPS Front Office manages information flow and coordinates interactions for the Director and Deputy Director. This role supports the establishment and operation of a new UNDP office in Madrid.
Job Purpose
The Executive Associate provides essential administrative and operational support to the Deputy Director of BPPS, ensuring the smooth execution of managerial functions. This role is crucial for coordinating the Deputy Director's schedule, communications, and interactions with internal and external stakeholders. The position also plays a key part in establishing and managing the new UNDP office in Madrid, facilitating efficient operations and interactions between the Madrid, New York, and Bonn offices. The incumbent acts as a primary point of contact, handling sensitive matters under pressure with discretion and professionalism.
Responsibilities
Manage the Deputy Director's calendar, meetings, and high-level engagements, including drafting responses and implementing protocol. Coordinate all aspects of the Deputy Director's missions, including travel arrangements, itineraries, and necessary clearances. Oversee administrative procedures, maintain contact lists, and track deadlines and commitments. Provide financial and accounts support for travel and events. Screen and manage correspondence, proofread documents, and prepare drafts for the Deputy Director's signature. Act as secretary for meetings, draft minutes, and support liaison with local counterparts. Facilitate the Deputy Director's interactions with external partners and assist in preparing briefing materials. Support the organization of events, including procurement and logistics. Assist in the establishment and management of the new Madrid office, coordinating supplies, IT needs, and orientation for relocating staff. Act as a liaison between UNDP offices and coordinate visits from UNDP leadership.
Work Experience
A minimum of 7 years of progressively responsible administrative or programme experience is required with secondary education, or 4 years with a bachelor's degree. Experience with IT software packages, web-based management systems, ERP systems (e.g., Quantum), and logistics for workshops and travel is essential. Experience in research, analysis, and supporting senior leadership is desirable.
Skills
Proficiency in IT software (MS Word, Excel), ERP systems (Quantum), and web-based management. Strong administrative and organizational skills, including calendar management, travel coordination, and event logistics. Excellent communication, drafting, and proofreading abilities. Discretion, judgment, and ability to work under pressure. Knowledge of travel policy and procedures, UN travel documents, and event management. Ability to liaise with government officials and international organizations. Core competencies include achieving results, innovative thinking, continuous learning, adaptability, determination, engagement, and fostering diversity and inclusion.