United Nations
Regional Bureau for Asia and the Pacific
Location: New York, NY USA
Deadline: 1 August 2011
The Regional Bureau for Asia and the Pacific (RBAP) sets the vision for UNDP activities in the Asia and the Pacific region and advocates through the Asian Human Development Reports. It provides policy guidance, programmatic and operational oversight, as well as administrative support and policy advisory services to country offices (COs) to ensure the provision of strategic and high quality programmatic support to countries in the region. RBAP also plays a central role in advancing key elements of UN reform in the region, working closely with the ExCom agencies on specific issues mandated by the Chief Executives Board (CEB).
RBAP is organized in a Directorate, a Regional Support Unit, a Management Support Unit, three Country Operations Divisions and a Policy Unit – all based in Headquarters – and two regional centers. A key position that has been created and filled is that of the Chief of Staff. The Chief of Staff has specific responsibilities in support of the RBAP Director and has additional functions in leading the Regional Support Unit (RSU) functions. A key function of the RSU is to facilitate RBAP Regional Centre and Regional Program links, coordination, and information sharing with UNDP/UN HQ business units.
The overall purpose of the Program Associate, RSU is to ensure that in his/her functions as the Chief of Staff as well as additional roles on regional support, the incumbent receives administrative and operational support to enable him/her to concentrate on his/her core functions. This post provides support to the Chief of Staff and his/her team on the day-to-day administrative and operational requirements as per established corporate guidelines. The incumbent works closely with other Program Associates and Executive Associates in RBAP to ensure complementarities in the support provided to the Chief of staff and his/her team; with staff in the RBAP Directorate to help with effective and efficient communications within the Bureau as well as with external clients.
Duties and Responsibilities
* Assist the Chief of staff and his/her team with secretarial and administrative support to enable them to perform their roles and day to day functions including in providing support on coordination with other RBAP and UNDP Divisions as well as other external clients of RBAP.
* Provides routine administrative/secretarial support to the Chief of Staff/RSU – ensure appropriate background materials are provided in regular operations and in preparation for meetings and appointments and missions; assist in the preparation of official meeting minutes, correspondence including letters, invitations, etc. in accordance with appropriate style and format.
* Provides planning and logistical support in the preparation of conferences, meetings, seminars and special events organized by the Chief of Staff/RSU, special expert meetings or workshops, and other functions as requested by the Chief of Staff/RSU.
* Reviews and prioritizes all incoming correspondence, e-mail and phone messages for the supervisors, and initiates appropriate actions to be taken; responds to public queries directed Chief of Staff or direct to professional staff as appropriate .
* Prepares all necessary travel arrangements for Chief of Staff/other members of the team, as well as invited external participants of meetings and events, which entails direct coordination with Travel Section, Visa Section and American Express, and initiate follow-up action to expedite such travel or troubleshoot any problems; process travel arrangements in ATLAS.
* Maintains a filing system and keep records, electronic and hard copy of relevant materials such as correspondence, travel arrangements, materials for meetings, procurement estimates and costs, and consultant related files; As required, maintains Chief of Staff/RSU filing system of official documents; maintains an internal expenditures control system with transactions correctly recorded and posted in Atlas.
* Provide quality communications support to the Chief of Staff and his team in support of their functions on support to RBAP senior management in relation to policies and strategies, meetings, relationships with internal and external partners, follow-up directives of the bureau management, planning process in the Bureau, due diligence of data and information flows, special initiatives of RBAP.
* Ensures effective flow of information between the Chief of Staff/RSU and other RBAP HQ Units and effective coordination between the Chief of Staff/RSU activities with other corporate units, RBAP Regional Centre, internal and external clients.
* Coordinates information flow between the Chief of Staff/RSU with the rest of his/her team requiring follow-up by team members to support their contribution to the strategic and policy directions of the Bureau.
* Ensures effective filing, including through automated filing systems, and ensuring safekeeping of documents and other materials required by Chief of Staff/RSU team.
* Monitors and screens all communications and correspondence arriving for the Chief of Staff/RSU, or leaving the Chief of Staff/RSU to other Units; ensures that all information inquiries and correspondence routed appropriately to Chief of Staff/RSU members are properly monitored and responded to in a timely and satisfactory manner.
* Provide support to the Chief of Staff and RSU in preparing and disseminating the monthly newsletter including the formatting and uploading.
* Participates in the discussions/planning for the monthly newsletter.
* Helps follow-up with the respective Program Divisions on the submission of articles for the newsletter.
* Helps with the review of articles and editing for publication.
* Helps format the newsletter using Desktop Publication software.
* Ensures distribution to recipients of the newsletter as per agreed distribution list.
Impact of Results:
The key results of this job have a critical impact on the smooth functioning and overall effectiveness and efficiency of the functioning of the Chief of Staff/RSU as defined in the respective TORs. As the Chief of Staff/RSU provide support to the RBAP senior management on key strategic, corporate, policy and communications issues, this post is critical for the overall effectiveness of the support provided, as expected, by the Chief of Staff/RSU.
Competencies:
* Demonstrates commitment to UNDP’s mission, vision and values.
* Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
* Excellent IT skills including Word, Excel, PowerPoint, Web Cal, Atlas, and ability to use the internet for research. Ability to prepare documentation and presentational materials for online publication is a plus. Ability to prepare newsletters and desktop publications with proficiency in Dreamweaver.
* Excellent verbal and written communication skills, with strong interpersonal skills.
* Demonstrates willingness to work with all levels of staff to take on additional responsibilities and share in workload distribution in Chief of Staff/RSU
* Confidentiality, efficiency and speed; balances meeting deadlines while maintaining highest professional standards and consistent accuracy
* Demonstrates excellent organization and time management skills
* Demonstrate understanding of UNDP’s organizational structure and external partners for efficiently and effectively handling incoming queries and requests.
* Focuses on results for the client and responds positively to feedback.
* Consistently approaches work with energy and a positive, constructive attitude.
* Remains calm, in control and good humored even under pressure.
* Demonstrates openness to change and ability to manage complexities
Required Skills and Experience
Education:
* Completion of secondary education with supplemental training in Office Administration.
* Bachelor’s degree not mandatory, but an asset.
Experience:
* Minimum 6 years of progressively responsible administrative or programme experience at the national or international level.
* Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web based management systems.
* Experience in preparing newsletters and desktop publications.
Language Requirements:
* Proficiency in English, including good drafting and verbal skills.
* Working knowledge of an additional UN official language an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.