Executive Assistant

Cabo Verde became the first pilot Joint Office (JO) of the Ex-Com agencies (UNDP, UNICEF, UNFPA and WFP) on 1 January 2006. This was a major step in the UN reform towards the harmonization and simplification of UN activities in small countries. The Joint Office model consists of a single UN office of the participating agencies, led by one representative who equally represents all the participating agencies. The JO has one organizational structure and a single program/common country program encompassing the activities and mandates of all participating agencies, and uses one set of business processes, rules, and regulations under a “support agency”. Since 2010, with the discontinuation of WFP Office in Cabo Verde, following the graduation to a Middle-Income Country in 2008 , the Joint Office is now comprised of three agencies - UNDP, UNFPA and UNICEF.

Cabo Verde offers a unique setup. In 2006, UNDP, UNFPA and UNICEF joined forces and created a Joint Office to harmonize and streamline the activities of the UN system in the country. The Joint Office builds on the mandates of the three agencies and combines their strengths. It implements one Common Country Program with one budget under the direction of a Joint Country Representative who is accredited on behalf of the three agencies. Thus, the Joint Office offers fully integrated support to the Government of Cabo Verde. In the Joint Office, a future would thus get hands-on experience with three important UN agencies and actively support programmatic UN integration which even goes beyond the ambition of the current reform of the UN development system.

The JO has one organizational structure and a single program /common country program encompassing the activities and mandates of all participating agencies, and uses one set of business processes, rules and regulations under a “support agency” arrangement. In Cabo Verde, UNDP system is used.  The Joint Office comprised by 3 agencies UNDP, UNICEF and UNFPA is presently one of the leading UN entities in the implementation of the UN Sustainable Development Cooperation Framework 2023-2027 which is fully aligned with the National Sustainable Development Plan and with Agenda 2030. A joint UNDP, UNFPA and UNICEF Common Country Program Document (CCPD) for 2023-2027, is based on four results areas aligned with SDGs (People, Planet, Prosperity, and Peace), with a strong focus on building systems and partnerships for SDG implementation in the country, leading to the need for innovative, creative and integrated solutions both on program and operations. 

1- Ensures effective and efficient functioning of the DRR office:

- Maintenance of the supervisor’s calendar, contacts with visitors, arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes.
- Preparation of high-quality briefing materials for supervisor for appointments, meetings, missions.
- Preparation of informal translations.
- Management of DRR missions and representation schedule.
- Preparation of correspondence, directives, comments on behalf of DRR for his/her signature and making follow-up when required.
- Use of automated office management systems for effective functioning of the DRR function
- Revises documentation received for approval for quality control and advises the DRR on compliance of the documentation
- Works closely with the executive assistant to the RR

2- Ensures provision of effective communications support to the office focusing on achievement of the following results:

- Coordination of the information flow in the office, follow up on circulation files.
- Facilitation of information sharing between Units
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to DRR.
- Screening of all incoming calls and correspondence.
- Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division
- Suggests new, innovative ways of Communcation to improve working relations and communication between the DRR and relevant staff on all topics concerning the DRR work

3- Ensures facilitation of knowledge building and management focusing on achievement of the following results:

- Sound contributions to knowledge networks and communities of practice.
- Organization of specialized trainings
- Proposes new way of working contributing to gaining efficiencies in existent practices in the joint office
- Manages the Joint Office SharePoint knowledge base to ensure codification of knowledge and readiness for audits