Executive Associate (Re-advertisement)

Background
 

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is one of the World’s premier development organizations. It is focused on improving the lives and wellbeing all of peoples, especially those who may be struggling to benefit from greater social and economic opportunities. 

Working in over 170 countries and territories globally, UNDP delivers programmes spanning climate action, the environment, governance, social protection, and women’s empowerment. We build the strength of institutions and the capacity of people. 

UNDP is the largest United Nations Agency operating in Malaysia. UNDP has been delivering programmes in Malaysia for over 60 years having established its Country Office in Kuala Lumpur in 1961. UNDP is today present across Malaysia and the Country Office is now a multi-country Office representing UNDP across Malaysia, Singapore and Brunei Darussalam. 

The Country Office is headed by a Resident Representative who is among the United Nation’s most senior representatives responsible for oversighting all aspects of UNDP’s operations for the multi-Country Office. The Resident Representative is also a key interlocutor for the United Nations regularly meeting with the highest levels of Government, the civil service, the private sector and civil society.

The Executive Associate, performing in the role of Executive Officer, is a key member of the Resident Representative’s Office assisting in the management of day-to-day functions across the Country Office. The Executive Associate also works closely with the Country Office’s senior management team assisting their efforts and the coordination of their respective functions under the direction of the Resident Representative. 

UNDP is now seeking a suitably qualified and experienced candidate to fill the role of Executive Associate. 

Position Purpose

Reporting directly to the Resident Representative, the Executive Associate ensures effective and efficient functioning of the UNDP Front Office. The Executive Associates acts at all times in a progressional manner, exercising sound judgement, discretion and confidentiality in all aspects of this assignment. The Executive Associate ensures adherence to protocol procedures and the management of information from the Resident Representative to other members of the Country Office ensuring deadlines are met and all protocols followed. The Executive Associate to the Resident Representative works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure the Resident Representative is able to execute his/her functions with the greatest efficiency and effectiveness. 

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

Ensures effective and efficient functioning of the UNDP front office focusing on achieving the following results:

• Management of the Front Office, ensuring an environment of the professionalism and teamwork at all times, and setting exemplary standards of conduct of the Country Office team.
• Maintenance of the Resident Representative calendar, contacts with high-ranking visitors, management 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 Resident Representative missions and representation schedule, including travel, accommodation and logistics as directed by the Resident Representative.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of Resident Representative for his/her signature and making follow- up when required.
• Screening of all incoming communications and correspondence, filter and undertake quality control of all outgoing correspondence for supervisors’ signature, clearance and further action by other staff.
• Use of automated office management systems for effective functioning of the Resident Representative office.
• Facilitation and coordination of the car and car utilization by the Resident Representative and other members of the UNDP Country Office team as necessary.
• Coordination of the Resident Representative’s meeting logistics including high-level engagements, inter-agency meetings, local donor meetings and joint retreats with other UN Agencies.
• Managing official receptions as required. 
• Provision of other and adhoc tasks as required to support the Resident Representative and Country Office as needed.
• Assisting in risk assessment and mitigation strategies, ensuring the Resident Representative is informed of potential challenges, as required.
• Supporting crisis response coordination in case of emergencies or political developments affecting UNDP’s work, when necessary.

Ensures provision of effective communications and administrative support to the Country Office focusing on achieving the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. maintenance of incoming communications, making sure files are properly stored and accessible; safekeeping of documents; ensure updated e-filing of correspondence.
• Management of Resident Representative database and email groups for UNDP and UN system. Coordination of the information flow in the office and dissemination of cooperate an interoffice communication to staff as required; interoffice memorandums and communications (includes cooperation with the ICT staff).
• Coordination of the information flow in the office, and facilitation of information sharing with various teams and units of the Country Office.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Resident Representative.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the front office and other country office teams.
• Drafting of routine correspondence, interoffice circulars, Notes Verbales, general briefing notes, documents, reports, and minutes of meetings when requested.
• Support to organization of events and receptions as required.
• Compilation of background information and coordinating inputs of the various teams in Country Office and UN Country Team. 
• Liaising with government counterparts, embassies, donors, and international organizations to facilitate partnerships and cooperation as required

Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Organization and logistical support to relevant trainings and events.
• Organize specialized training for secretarial and/or support staff when necessary.
• Organize training for UN staff on coordination, administration and protocol issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Competencies

Core Competencies

• Achieve Results:  LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline
• Think Innovatively:  LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements 
• Learn Continuously:  LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility:  LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible 
• Act with Determination:  LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner:  LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion:  LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confront discrimination 

Cross-Functional & Technical competencies 

• Business Direction & Strategy - System Thinking
  • Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system
• Business Management - Communication
  • 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.
  • Ability to manage communications internally and externally, through media, social media and other appropriate channels
• Digital Awareness and Literacy
  • Ability to monitor new and emerging technologies, as well as understand their usage, potential, limitations, impact, and added value. 
  • Ability to rapidly and readily adopt and use new technologies in professional activities, and to empower others to UNDP | People for 2030 – Competency Framework – Cross functional Competencies (2024) use them as needed. Knowledge of the usage of digital technologies and emerging trends
• Working with Evidence and Data
  • Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making
• Monitoring and Evaluation 
  • Ability to systematically monitor results of strategies, programmes, and activities with a view to make sure that they are being implemented effectively. 
  • Ability to provide managers and key stakeholders with regular feedback and reporting on the consistency or discrepancy between planned activities and programme management and results. 
  • Ability to make independent judgment of the management and results of strategies, programmes and activities based on set criteria and benchmark, keeping in mind the needs and concerns of client, current and upcoming.
  • Knowledge and understanding of monitoring and evaluation frameworks, concepts, methodologies, systems, processes, and tools.
  • Ability to make an independent judgement based on set criteria and benchmarks.  Ability to anticipate client's upcoming needs and concerns
• Customer Satisfaction/Client Management
  • Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs.
  • 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.
• Administration & Operations - Events management (including retreats, trainings and meetings)
  • Ability to manage events, including venue UNDP | People for 2030 – Competency Framework – Technical Competencies (2024) identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.

Required Skills and Experience 

Education:

• Secondary Education is required.
• A university degree in Management, Business Administration, Social Sciences (Sociology, Psychology, Political Science), Public Administration, International Relations, Communications, Development Studies, or equivalent will be given due consideration but is not a requirement.
• Specialized secretarial training is desirable and will be considered an asset.

Experience:

• Minimum 6 years (with Secondary Education) or 3 years (with a Bachelor's degree) of relevant experience in either secretarial, administrative, management, programme support is required at the national or international level.
• Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP is required. 
• Experience in organizing high-level meetings, preparing briefing materials, and managing correspondence is preferred.
• Experience in performing wide range of administrative and executive support tasks is an asset.
• Experience in managing schedules, correspondences, protocols and logistics for high-level officials is an asset.
• Proven track record of strong organizational skills and the ability to handle multiple tasks simultaneously under tight deadlines is desired.
• Demonstrated experience in excellent communication skills, both written and verbal, with the ability to effectively interact with stakeholders at all levels is desired.

Language:

• Fluency in English and Bahasa Melayu is a requirement.
• Knowledge of additional UN languages will be considered an advantage.

Please note that continuance of appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Disclaimer 

Applicant information about UNDP rosters 

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  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. 

Non-discrimination 

UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles.   

UNDP is an equal opportunity and inclusive employer that does not discriminate based on race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. 

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