Executive Associate – Putrajaya

II. Background and Organizational Context

UNDP multi-country office in Malaysia, Singapore and Brunei Darussalam provides technical assistance, policy and technical advisory services to the Governments of Malaysia, Singapore and Brunei Darussalam in their efforts towards achieving the Sustainable Development Goals (SDG); in partnership with development partners, financial institutions, private sector and civil society.

In Malaysia, UNDP’s programme priorities and partnerships are defined and operationalized through the Country Programme between Government of Malaysia and UNDP to support and contribute to the development priorities and results envisioned in the 5-year Malaysia Plan. Malaysia is currently implementing the Twelfth Malaysia Plan 2021-2025 (12MP), which is anchored around three key themes namely resetting economy, strengthening security, wellbeing and inclusivity; and advancing sustainability to achieve economic growth and transform Malaysia into a prosperous, inclusive and sustainable country.

III. Position Purpose

Under the guidance and direct supervision of the Resident Representative, the Executive Associate ensures effective and efficient functioning of the UNDP Front Office, ensures 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 to RR works in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas.

IV. Key Duties and Accountabilities

• Effective and efficient functioning of the Front Office.
• Provision of effective communications an administrative support to the office.
• Facilitation of knowledge building and knowledge sharing.

1.   Ensures effective and efficient functioning of the UNDP front office focusing on achievement of the following results:

• Management of the Front Office, ensuring an environment of the professionalism and teamwork at all times, and setting exemplary standards of conduct of the CO team.
• Maintenance of the RR 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 supervisor for appointments, meetings, missions.
• Preparation of informal translations.
• Management of RR and DRR missions and representation schedule, including travel, accommodation and logistics.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of RR for his/her signature and making follow- up when required.
• Screening of all incoming communications and correspondence, filter and undertake quality control of all outgoing correspondence for supervisors’ signature, clearance and further action by other staff.
• Use of automated office management systems for effective functioning of the RR office.
• Facilitation and coordination of the car and car utilization by the RR and other members of the UNDP CO team as necessary.
• Coordination and arrangement of logistics for meetings including inter-agency meetings, local donor meetings and joint retreats with other UN Agencies.
• Arrangement for official receptions
• Provision of adhoc support to RR/DRR as needed.

2.   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.  maintenance of incoming correspondence, making sure files are properly stored and accessible; Safekeeping of documents; ensure updated e-filing of correspondence.
• Management of RR database and email groups for UNDP and UN system. Coordination of the information flow in the office and dissemination of cooperate an interoffice communication to staff as required; interoffice memorandums and communications (includes cooperation with the ICT staff).
• Coordination of the information flow in the office, and facilitation of information sharing with various teams and units of the CO.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to RR.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the front office and other country office teams.
• Drafting of routine correspondence, interoffice circulars, Notes Verbales, general briefing notes, documents, reports, and minutes of meetings when requested.
• Support to organization of events and receptions as required.
• Compilation of background information and coordinating inputs of the various teams in CO and UN Country Team.

3.    Ensures facilitation of knowledge building and knowledge sharing focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Organization and logistical support to relevant trainings and events.

Expected Demonstration of Competencies

Core

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

Cross-Functional & Technical competencies

V. Requirements:

Education

·       Secondary Education is required or

·       Bachelor’s degree in Administration or Public Administration or related field will be given due consideration·      

 Experience, Knowledge, and Skills

• Minimum 6 years with Secondary Education or 3 years with a Bachelor’s degree of relevant experience in secretarial, administrative, programme experience is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.).
• Fluency in English and National Language

ALL THOSE WHO HAVE ALREADY APPLIED TO THE PREVIOUS VACANCY NUMBER 109411 – Executive Associate , NEED NOT RE-APPLY.