Job code title: Executive Associate to the Representative of UNODC
Pre-classified Grade: GS6Supervisor: Representative of UNODC in Mexico
Location: Mexico City
Application deadline: March 18th, 2018
II. Organizational Context
Under the guidance and direct supervision of the Representative of UNODC in Mexico, the Executive Associate to the Representative ensures effective and efficient functioning of the office and agenda of Representative of UNODC in Mexico, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.The Executive Associate can advise the assistants and clerical staff of the office. The Executive Associate to the Representative works in close collaboration with UNDP staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.
III. Functions / Key Results Expected
Ensures effective and efficient functioning of the Representative of UNODC in Mexico office focusing on achievement of the following results:Maintenance of the supervisor’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.
Coordination and preparation of high quality briefing materials for supervisor for appointments, meetings, missions, including logistics organization.
Preparation of informal translations.
Management of the Representative of UNODC in Mexico missions and representation schedule.
Maintenance of rosters of high-level partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of the Representative for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the Representative´s office.
Preparation of administrative matters related to the Representative of UNODC in Mexico.
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 UNODC and the different agencies, programs and offices of the United Nations System in Mexico.
Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Representative of UNODC in Mexico
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 divisions.
Organization and documentation of staff meetings as well as diverse meetings, when the participation of the Representative is required.
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 assistants.
Organization of trainings to UN staff on coordination, administration and protocol issues.
IV. Impact of Results
The key results have an impact on the efficiency of the Representative´s office. Accurate analysis and presentation of information strengthens the capacity of the Representative´s office and promotes the image of UNODC as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely delivery.V. Competencies and Critical Success Factors
Functional Competencies:
Building Strategic Partnerships
Level 1.1: Maintaining information and databases
Analyzes general information and selects materials in support of partnership building initiatives
Promoting Organizational Learning and Knowledge Sharing
Level 1.1: Basic research and analysis
Researches best practices and poses new, more effective ways of doing things
Documents innovative strategies and new approaches
Job Knowledge/Technical Expertise
Level 1.1: Fundamental knowledge of processes, methods and procedures
Understands the main processes and methods of work regarding to the position
Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
Strives to keep job knowledge up-to-date through self-directed study and other means of learning
Demonstrates good knowledge of information technology and applies it in work assignments
Promoting Organizational Change and Development
Level 1.1: Presentation of information on best practices in organizational change
Documents ‘best practices’ in organizational change and development within and outside the UN system
Demonstrates ability to identify problems and proposes solutions
Design and Implementation of Management Systems
Level 1.1: Data gathering and implementation of management systems
Uses information/databases/other management systems
Provides inputs to the development of simple system components
Client Orientation
Level 1.1: Maintains effective client relationships
Reports to internal and external clients in a timely and appropriate fashion
Organizes and prioritizes work schedule to meet client needs and deadlines
Establishes, builds and sustains effective relationships within the work unit and with internal and external clients
Responds to client needs promptly
Promoting Accountability and Results-Based Management
Level 1.1: Gathering and disseminating information
Gathers and disseminates information on best practice in accountability and results-based management systems
Prepares timely inputs to reports
Maintains databases
Core Competencies:
- Demonstrating/safeguarding ethics and integrity
- Demonstrate corporate knowledge and sound judgment
- Self-development, initiative-taking
- Acting as a team player and facilitating team work
- Facilitating and encouraging open communication in the team, communicating effectively
- Creating synergies through self-control
- Managing conflict
- Learning and sharing knowledge and encourage the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
- Informed and transparent decision making
VI. Recruitment Qualifications
Education: / Bachelor Degree in Foreign Affairs, Administration or related fields.Experience: / 6 years of relevant experience as Executive Assistant, program assistant, familiar with protocol of Embassies, International Organizations and / or MFAs, as well as experience in the usage of social networks applications (Twitter, Facebook), webpage, etc. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems. Knowledge of usage of an ERP (enterprise resource planning) desired.
Language Requirements: / Spanish and English at proficiency level. Fluency of any other UN language is considered an advantage.
Mandatory / Please include P11 form for your candidacy to be considered.
VII. How to apply
Interested candidates should sent the P11 form to the email address: (the format can be found on the website)
It is essential to include in the subject of the email the job title: Executive Associate to the Representative of UNODC
VIII. Signatures- Job Description Certification
Incumbent (if applicable)
Name Signature Date
Supervisor
Antonino De Leo, Representative Signature Date
Chief Division/Section
Antonino De Leo, Representative Signature Date
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