Senior Special Assistant to the Associate Administrator

Background

UNDP works in nearly 170 countries and territories. Anchored in the 2030 Agenda for Sustainable Development and committed to the principles of universality, equality and leaving no one behind, UNDP’s priorities are set in its Strategic Plan (2018-2021), aiming to help countries achieve sustainable development by eradicating poverty in all its forms and dimensions, accelerating structural transformations for sustainable development and building resilience to crises and shocks. The Strategic Plan sets out a vision for the evolution of UNDP over the next four years, responding to a changing development landscape and the evolving needs of our partners. The function of the Executive Office (ExO) is to provide the support services needed to enable the Administrator and the Associate Administrator (A/AA) to effectively perform their leadership roles.

The Associate Administrator (AA) and UN Under Secretary General reports to and supports the UNDP Administrator in the discharge of his/her responsibilities. Within the overall strategic direction set by the Administrator, the AA will be expected to provide leadership within the organization and ensure the effective implementation of the Strategic Plan of UNDP and monitoring key aspects of the organizational performance. In particular, the Associate Administrator will be responsible for overseeing the implementation of key aspects of the operational programme of UNDP and ensuring the organization’s institutional and operational effectiveness.

The Senior Special Assistant to the Associate Administrator (AA) leads the coordination of the work of the AA. Reporting to the AA, and in close collaboration with Chief of Staff and Deputy Chief of Staff and the AA’s Executive Associate and all relevant units in the Executive Office, the Senior Special Assistant leads and coordinates the planning and integration of all the components necessary for the AA to successfully execute his/her work schedule and commitments, engagement and interactions. With close knowledge of relevant institutional interlocuters, political partners and key stakeholders and anticipating the AA’s requirements, the Senior Special Assistant ensures the AA is always fully prepared. The Senior Special Assistant also operates as a member of the Executive Office Policy Team providing policy and administrative support to the Administrator/Associate Administrator (A/AA) as required but with specific responsibility for supporting the Associate Administrator.

In all matters, the Senior Special Assistant to the AA ensures very close consultation and co-ordination with the Deputy Chief of Staff as well as the Senior Special Assistant to the Administrator (and support team), maintaining the highest standards of confidentiality and integrity in all aspects of work.

Duties and Responsibilities

The Senior Special Assistant will be responsible for the following functions:

• Strategic Management
• Coordination & Communication Support
• Knowledge Management & Partnerships
• Representational Activities

1. Strategic Management of the Associate Administrator’s Agenda:

In close coordination with the AA and with the Chief of Staff and Director of the Executive Office and the Executive Associate, ensure the priorities for the AA’s day-to-day agenda are effectively planned and organized to ensure that time is properly and effectively utilized and engagements are strategically prioritized;

Leads on the preparation, co-ordination and compilation of high quality briefs and materials for the AA to ensure the AA is fully prepared for all internal and external meetings and is up to speed on the latest issues in particular in those areas where the AA takes a leading role on behalf of the Administrator on the organization’s institutional and operational effectiveness including resource related issues, risk issues and oversight issues amongst others;

As delegated by the Administrator, and in close consultation with the Chief of Staff and Director, support the AA in his/her role in overseeing the implementation and operationalization of UNDP’s associated programmes including UNV and UNCDF as well as UNOSSC, providing advice and ensuring effective preparation of briefing and guidance as required;

As delegated by the Administrator, and in close consultation with the Chief of Staff and Director, support the AA in his/her role in overseeing the work and performance of the organisation’s oversight bodies include IEO, OAI and Ethics;

In close consultation with the Chief of Staff and Director, and the anchor group, ensures the provision of technical and political advice and support to the AA in his/her role representing UNDP in the UNSDG and relevant inter-agency as well as UN development system reform related processes and committees as delegated by the Administrator and ensure effective preparation of briefing and advice as required;

Ensure prompt and effective follow up on all issues where the AA has a leadership role on behalf of the Administrator and UNDP, seeking additional advice and analysis for the AA as needed and organizing additional research, and analysis or briefings and meetings to ensure issues are handled and managed to the AA’s satisfaction;

Accompanies the AA on official travel both to attend external events and meetings on behalf of the Administrator and UNDP as well as UNDP country visits and leads and coordinates on all arrangements pre-travel including briefing preparation, logistical support before and during the mission and post-travel correspondence and follow-up. Liaise with the Executive Associate to the AA and with relevant Bureaux on the itineraries of the visit and ensure that high quality briefs are obtained prior to travel;

Leads the preparation & finalization of daily schedules, mission plans and the calendar of engagements for the AA in close collaboration with the Senior Special Assistant to the Administrator as well as all Executive Office teams to achieve a seamless and coherent platform of service across the A/AA and the Executive Office as a whole;

Leads and guides the efficient forward-planning of upcoming quarterly and long-term commitments and activities for the AA within the assigned thematic and geographical focus areas, including travel preparations and logistical arrangements, and liaises with regional and central bureau as appropriate;

Facilitates the implementation of requests, directives and commitments of the AA, in coordination with relevant managers and teams within the Executive Office;

Ensures that all relevant actions and instructions related to the AA’s agenda and activities are promptly followed up;

Leads overall coordination and serve as principal contact with the units/secretariats supporting the Associate Administrator’s role chairing various corporate committees including the Risk Committee and OPG as well as interagency groups.

2. Coordination & Communication Support

Ensures coherent and well-articulated flow of communication between the AA and relevant Bureaux/Offices of UNDP including holding proactive discussions with Bureaux/Offices to provide advice and direction as required to meet the AA’s needs;

Manages information flow to and from the Associate Administrator’s office including email and correspondence, in close co-operation with the Executive Associate. Ensure that the Associate Administrator’s correspondence receives prompt attention and replies. Review and edit as necessary all correspondence requiring the Associate Administrator’s signature, always ensuring high quality and timely delivery.

Ensures all meetings are properly scheduled and have adequate representation from the substantive units as required and attend all meetings with the AA – as required. At all times ensure that the AA’s day-to-day schedule is well planned and serviced in terms of background briefs and issues to be covered in the meetings.

Leads on the preparation of briefings and background documentation from relevant regional and central bureaux to enable the AA to successfully lead corporate governance functions within various boards and committees e.g. the EG, OPG, Risk Committte, Executive Board, and various Committees of the Secretary General. Manages and tracks internal commitments made to/by the various committees.

Ensures coherent and proactive management of the AA’s internal and external comms and messaging – including social media – working in close consultation with the ExO Media Specialist.

Acts as Note Taker in important meetings attended by the AA, to ensure that decisions are recorded, and/or gathers and analyzes information to support decision-making and for the communication of relevant decisions to UNDP management and staff.

Coordinates and provides quality assurance for management responses to all Executive Board reports and decisions in close co-ordination with relevant Bureaus, the EB Secretariat and the Deputy Chief of Staff to enable AA clearance and final sign off by the Administrator.

Drafts correspondence, notes-to-the-file, and coordinates/contributes to other routine documentation required by the AA.

Maintains regular contact with the, Regional/Central Bureaux, Country Offices and external stakeholders such as Permanent Missions to the UN, UN System Partners, IGOs, NGOs, donors, and other multilateral agencies to keep the AA abreast of key developments.

Ensures that all relevant actions/activities/instructions from the AA are followed up on as appropriate and/or routed to the designated focal point for action.

Attends meetings with both the A/AA as required. Take notes of the meeting if a Bureau focal point or other policy lead is not in attendance.

Works in close collaboration with other Senior Special Assistants in the Executive Office and backstops them during absences;

Supervises the Executive Associate to Senior Management.

3. Knowledge Management & Partnerships:
Keeps abreast of major global events that are of interest and relevance to the Executive Office and advises the AA accordingly;

Identifies where critical and intersecting issues within the Executive Office occur, compiles persuasive analysis and documentation to expand awareness of these issues, while pointing towards innovative business solutions;

Prepares speech outlines, concept papers, aide memoires, memoranda and other substantive documents of a broad and complex nature for the AA as required;

Leads on the commissioning/preparation/clearing of briefing materials (meeting briefs, correspondence, speeches/remarks, foreword and other published statements etc) on all corporate operational issues for both the Administrator (on corporate organizational and operational issues specifically) and Associate Administrator as required;

Monitors, analyses and reports on progress/developments of relevant international fora pertaining to matters of interest to the Administrator and Associate Administrator on corporate organizational and operational issues as required;

Participates in knowledge management and practice networks.

4. Representational Activities:
Represent the AA as required and specifically in relation to the work of the various bodies and committees led by the AA and ensures that the Executive Office in particular is well informed of the working processes and documentation related to these bodies led by the AA;

Represents the Executive Office at senior levels, in external and internal UNDP meetings as required and in line with establish practice and protocols.

Competencies

CORE:
Innovation – Ability to make new and useful ideas work.

Leadership – Ability to persuade others to follow.

People Management – Ability to improve performance and satisfaction.

Communication – Ability to listen, adapt, persuade and transform.

Delivery – Ability to get things done while exercising good judgement.

TECHNICAL/FUNCTIONAL:
Knowledge Management – Ability to capture, develop, share and effectively use information and knowledge.

Report Writing – Ability to prepare quality reports.

Representation – Ability to productively share UNDP knowledge and activities (at UN and other venues).

Priority Setting – Ability to scan and synthesize diverse sets of information to arrive at strategic priorities and positioning recommendations.

Operational Efficiency – Ability to identify and execute opportunities to improve operational efficiency.

Required Skills and Experience

Education:
Master’s Degree in a development related field or other relevant discipline.

Experiences:
Minimum 10 years of relevant work experience in policy, communications and directly working with senior officials in sustainable development areas;

Sound knowledge of UN/UNDP corporate systems, procedure and policies particularly on the operational side is an advantage;

Knowledge of UNDP’s operations and programme;

Experience working in developing country setting;

Proven staff management experience.

Language Requirements:
Excellent knowledge of English, as well as writing, presentation and communication skills, is required;

Fluency in other UN Language is an asset.

Disclaimer

Important information for US Permanent Residents (‘Green Card’ holders)

Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment.

UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications.

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