Executive Associate [Open to internal and external applicants]

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

The Bureau for Management Services (BMS) is the central operations Bureau in UNDP that supports the organization in the provision of management services. Drawing on client needs, user experience, sound analytics, and a risk-informed approach, BMS provides policy, advisory and transactional services and solutions for UNDP to deliver fully integrated development solutions. In doing so, BMS keeps pace with the evolving needs and expectations of development partners and international best practice through strengthening and innovating business operations.

In support of UNDP’s Strategic Plan, BMS aims to provide more integrated, effective, and customer-focused services to clients both internal and external to UNDP. BMS is comprised of a Directorate and a number of functional units providing finance, human resources, security, procurement, legal, administrative and IT services. The Directorate is BMS’ "one-stop shop" for management expertise, policy advice, implementation support, and innovative operations solutions to unique business needs of its clients - UNDP Country Offices and HQs units and UN Agencies.  

Under the direct supervision of BMS Deputy Director, the Executive Associate works in close collaboration with the BMS Directorate, BMS personnel, and staff across UNDP, UN Secretariat, UN Agencies, Programmes, Funds, Permanent Missions of member states and other external parties in order to support the role of BMS.

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.

Ensures effective and efficient functioning of the BMS Deputy Director’s office focusing on achievement of the following results:

• →Maintenance of the BMS Deputy Director’s calendar, contacts with high-ranking visitors,   arrangement 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 the BMS Deputy Director for his appointments, meetings, missions.
• →Preparation of informal translations.
• →Management of the BMS Deputy Director´s missions and representation schedule. Acts as travel processor in Quantum for the office. 
• →Maintenance of rosters of high-level partners, telephone lists.
• →Preparation of correspondence, directives, comments on behalf of the BMS Deputy Director for his/her signature and making follow-up when required.
• →Use of automated office management systems for effective functioning of the Deputy Director´s office.

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

• →Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• →Coordination of the information flow in the office, follow up on circulation files.
• →Facilitation of information sharing between BMS units
• →Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the BMS Deputy Director.
• →Screening of all incoming calls and correspondence.
• →Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures 

• Assist with required travel arrangement and preparation in the Directorate and review of travel authorizations, documentation, payments. 
• Handles human resources administration issues in the Directorate such as leave monitor, ID/LP application/renewal, etc. as required. 
• Guide and support BMS teams in procurement related issues and requests. 
• Acts as Procurement Buyer, ensure proper and punctual procurement of goods and services. 
• Facilitate all processes of procurement, request quotations, examine cost estimate, evaluating cost effectiveness of pricing. Active follow-up from procurement to delivery.   
• Facilitate timely recruitment of consultants/experts. 
• Serve as BMS credit card holder and manage linked finance processes. 
• Assist in proper asset/inventory control and timely preparation of annual physical verifications. 
• Support other administrative requirements as needed.

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 for secretaries.
• Organization of trainings to UNOSSC staff on coordination, administration and protocol issues as requested

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

Supervisory/Managerial Responsibilities: None

• 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

Education:

• Secondary education with specialized secretarial training is required. 
• A university degree (bachelor´s degree) in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.
• Specialized protocol training is desirable.

Experience:

• A minimum of 6 years (with secondary education) or 3 years (with Bachelor´s degree) of progressively responsible secretarial, administrative, programme experience is required, at the national or international level.
• Experience in the usage of office equipment and office software packages (MS Word, Excel, Teams, Zoom, etc.) is required.
• Knowledge and experience in handling web-based management systems (i.e. Quantum/Oracle Cloud) is desirable.
• Prior experience as an Executive Associate is desired.
• Experience in preparing of high-quality briefing materials is desired.Experience in using automated office management systems is desired. 

Languages:

• Fluency in English language is required.
• Working knowledge of another UN language is desirable.

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. 

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. 

For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

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.

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.