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2021-05-30 04:21:15
Org. Setting and Reporting The Executive Associate to the UN Resident Coordinator works under the overall guidance of and reports directly to the UN Resident Coordinator and works in close collaboration with the RCO Strategic Planner and Team Leader. The working environment entails working collaboratively with the UN RCO team and UN Entities staff and external counterparts for the successful achievement of the responsibilities and assigned .

Responsibilities Within delegated authority, the Executive Associate will be responsible for the following duties:

Executive Secretarial and Front Office Support

-Maintains the UN Resident Coordinator’s (UN RC) calendar, contacts with high-ranking visitors, arranges appointments and meetings, and missions/representations schedule, including all protocol procedures and logistics requirements.
-Helps manage the immediate front-office operations with respect to communications, meetings and workflow, including liaising with relevant units/personnel... in the government;
-In collaboration with the RC Team Leader identifies complex or sensitive subjects, and contacts, for special treatment as well as priority issues that need to be brought to the supervisor’s attention.
-Organizes internal, external and high-level meetings with representative/officials, including taking responsibility for finalization of the meeting agenda, invitations, the production and distribution of documentation, and preparation of minutes of meetings, as well as logistics needs for meetings (conference room, IT, etc.). Distribute meeting reports and information and ensure follows-up on required actions.
-Collects from relevant UN personnel on a timely manner and, in consultations with the Team Leader, provides quality assurance of briefing materials for supervisor concerning appointments, meetings, missions and specials meetings. Reviews appropriate format and style, in accordance with standard practices.
-Undertakes travel arrangements for supervisor, including arranging itinerary, visas, and hotel reservations. Ensure offices are informed of travel arrangements and requirements. Brief supervisor of important developments upon their return.
-Prepares correspondence, directives, messages on behalf of the UN Resident Coordinator as well as bilateral meetings minutes, reports and other documents, including informal translations.
-Establishes and maintains an efficient tracking systems and procedures for correspondence and documents, when applicable through an automated ERP system; monitors work progress, follow-ups on deadlines, commitments made, actions taken; and coordinates collection and submission of inputs to the UN Resident Coordinator and/or externally.
-Presents proposals to eliminate communication bottlenecks in the office and streamlines office procedures between the UN Resident Coordinator and team. As required, prepares and communicates new operating procedures.
-Communicates sensitive information to supervisor and coordinates responses to sensitive inquiries on behalf of the supervisor. Exercises discretion and confidentially of complex and sensitive matters and safekeeping /filing of confidential materials
-Keeps abreast of activities of importance, latest policies, procedures and organizational changes affecting the team
-As appropriate, provides information and guidance to staff at all levels within the organizational unit to ensure understanding of tasks and deadlines.

Support in Human Resources Management

-In consultation with the Team Leader, coordinates various actions related to the administration of the unit’s human resource activities, e.g., follow up on completion of staff performance appraisal, job postings, learning and training compliance, separation of staff members, etc., ensuring consistency in the application of UN rules and procedures. Liaises with central administration/executive services as required.
-Manages and monitors staff leaves and keeps supervisor abreast of Unit leave plans.
-Responds to enquiries and provides information and advice to staff regarding their entitlements, administrative procedures, processes and practices, conditions of service, duties and responsibilities, and entitlements under the Staff Rules and Regulations.
-Oversees the maintenance of vacancy announcement files and keeps track of status of vacancy announcements. Reviews and processes personnel actions through IMIS.
-Provides requisitioning support to RCO personnel in Umoja to conduct relevant functions in Procurement/Requisition and Travel Processes.
-Coordinates the work of the Unit Driver, Administrative Assistant and any other clerical/administrative support personnel.

Support in Budget and Finance

-Processes the payment of contractors' invoices and monitor payments
-Prepares travel authorizations in coordination with the staff member and the Travel Section; calculates and implements applicable travel entitlements; raises travel authorizations in Umoja and related financial authorizations, when applicable; reviews travel claims and supporting documentation and all other actions related.
-Contributes to the preparation and development of the Unit’s work programme and budget.
-Assists in monitoring of RCO budget/work programme with respect to various budgets, trust funds, grant and other funds on a regular basis.
-Assists managers in the elaboration of resource requirements for budget submissions.
-Reviews requisitions for goods and services to ensure (a) correct objects of expenditure have been charged, and (b) availability of funds.
-Prepares IRIS requests and prepares or customizes financial reports from IMIS system generated reports.
-Manages cell phones use and billing payment based on DCO guidelines on official mobile phones use by RCO staff.

Support in Contract Administration

-Assists with day-to-day administration of contracts between the UN and external contractors for outsourced services.
-Audits the contractors' invoices against the goods and services provided by the contractor and approved by the UN.
-Processes the payment of contractors' invoices and monitor payments.
-Prepares and processes all UN forms and permissions for contractual UN staff, including UN grounds passes, diplomatic cards, property passes, door keys, etc.

General Administration
-Carries out regular asset management for RCO office under coordination of RCO Team Leader
-Identifies and resolves diverse issues/problems as they arise and determines appropriate actions.
-Coordinates with internal Units to assist staff in obtaining visas, laissez-passer and other official documentation relating to staff official travel.
-Updates the Government chart, as appropriate, when changes take place.
-Maintains rosters of high-level partners, telephone lists and databases of key contact persons/counterparts and vendors.
-Performs other related administrative duties, as required (e.g. physical space planning and identification of office technology needs, office stationery supplies, including preparing lists and facilitating purchase and payments, and maintenance of equipment, software and systems).
-Acts as Security Focal Point for RCO and regularly provides necessary security updates to UNDSS;

•Undertakes any other duties assigned by the supervisor.

Results Expected:
Independently applies extensive administrative knowledge and experience across a wide range of human resources, work programming/planning, budget/financial management, and administrative tasks of the RC Office. Effectively manages and supervises general service staff.

Competencies •Professionalism: Ability to perform a broad range of administrative functions, e.g. budget/work programme, human resources, database management, etc. Ability to apply knowledge of various United Nations administrative, financial and human resources rules and regulations in work situations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
•Planning and organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education Higher Education diploma or equivalent. Advanced degree in Communications, Public Relations, Business Administration or other related field will be considered an asset.
Desirable certificate or specialized training on Executive Assistant and front office management.
Desirable certificate or training on protocol management and/or event organization or similar areas.

Work Experience At least 7 years of progressively responsible experience in administrative services/management, executive office management, finance, accounting, human resources or related area.
Experience in preparing technical notes, correspondence and reports is required
Excellent planning and organization, writing and drafting skills, power point and other presentation and database management, among other computer skills are required
Desirable experience in advanced office and correspondence management system.
Experience in providing senior executive/administrative and management support in an international organization, government or public sector is desirable.

Languages Fluency in oral and written English and Russian is required. Good knowledge of Turkmen is desirable.

Assessment Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

Special Notice Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

Ashgabat Turkmenistan
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