Executive Associate for UN/UNDP-EU Relations

UNDP BEL organization mission TBD

The Bureau of External Relations and Advocacy (BERA) is positioned around three service lines; Public Partnership; Advocacy, Marketing and Communications; and Private and Finance Partners, all working in close collaboration and coordination under the guidance of the Directorate and with the support of the Management Support Unit and Strategic Analysis and Engagement team.
BERA has a robust network of Representation Offices (Brussels, Copenhagen, Geneva, Germany, Tokyo and Washington D.C.) and Regional teams in five hubs (Africa, Arab States, Asia Pacific, Europe and CIS, and Latin American and the Caribbean) co-led with Regional Bureaux, all of which play a critical role in audience centric communications and management and strengthening of relationships with Public and Private Partners to help build a strong brand for UNDP within the local ecosystem.

The Brussels Representation Office services the European Commission/European Union (EC/EU) and other EU related institutions, UNDP Country Offices (COs), Regional Centers (RCs) as well as HQ, in view of maintaining sound relations in terms of programme/project implementation, policy dialogue and a deepening of the present partnership between the two institutions.
The Executive Associate will support the UN/UNDP Director and the UNDP Deputy Director in their functions through the facilitation of administrative, operational and logistical support, ensuring high quality and accuracy of work.

With excellent communications and interpersonal skills, the Executive Associate must be self-motivated, with the capacity to take initiatives. S/he must have a good sense of self-organization and flexibility, with an ability to work effectively under pressure, propose solutions to resolve a wide range of complex issues, and meet tight deadlines within a team. Displaying a client and results-oriented approach and promoting the values of the United Nations, the individual will deliver the following:

Ensure effective and efficient functioning of the UN/UNDP Director / Deputy Director’s office:
• Oversee the day-to-day operations of Senior Management and their calendars, contacts with high-ranking visitors, arrangement of appointments and meetings, and taking minutes; preparing high-quality briefing materials for supervisor for appointments, meetings, missions and routing requests for materials to relevant colleagues.
• In collaboration with the Directorate team and Bureaux units, identify sources, gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
• Assist in the organization of high-level meetings and UN/UNDP senior visits.
• Support analytical work on the cooperation between the EU and UN/UNDP.
• Contribute to strengthening bilateral relations between the EU and UN/UNDP; support Office interactions with various external partners (i.e. governmental officials, donors, civil society, UN agencies) through collaborative and proactive relationship with counterparts.
• Manage Senior Management missions and representation schedules.
• Prepare correspondence and related materiel on behalf of Senior Management for their signatures and follow-up when required.

Administrative and logistical support:
• Undertake all logistical, administrative, and financial arrangements for the organization of meetings, workshops, events, missions; draft invitation letters; prepare meeting rooms and archive documents.
• Support the Bureaux units in managing calendars, scheduling appointments and meetings, including for incoming missions.

Facilitate effective communications and information management support:
• Review, prioritize and route correspondence to and from the Office; follow-up action, keeping respective personnel informed; review correspondence for internal clearances and signatures; respond and/or direct inquiries to the appropriate offices for timely action and/or response.
• Maintain rosters of high-level partners and contacts lists; maintain a filing system, including automated, to ensure the safekeeping of confidential material.
• Follow up on deadlines, commitments made, actions taken; coordinate the collection and submission of the reports to Senior Management.
• Screen all incoming calls and correspondence.
• Present proposals to eliminate communication bottlenecks in the Office and streamline Office procedures between the supervisor’s office and subordinate division.
• Attend Programme and Policy meetings and note take; maintain Office calendars sending out reminders as necessary.
• Any other related tasks as may be required or assigned by the supervisor.