Jobs

Executive Associate

Location : Putrajaya, MALAYSIA Application Deadline :26-Oct-22 (Midnight New York, USA) Time left :6d 21h 27m Type of Contract :FTA Local Post Level :GS-6 Languages Required :
English   Starting Date :
(date when the selected candidate is expected to start)01-Dec-2022 Duration of Initial Contract :One year with possibility of extension

Background

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.

Duties and Responsibilities

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.

Competencies

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   Thematic Area Name Definition Business Direction & Strategy   System Thinking   Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system Business Management Communication Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience   Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their usage or through understanding their impact and empowering others to use them as needed Working with Evidence and Data Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making Evaluation Ability to make an independent judgement based on set criteria and benchmarks and ability to anticipate client's upcoming needs and concerns and resolve them Customer Satisfaction/Client Management Ability to respond timely and appropriately with a sense of urgency, provide consistent solutions, and deliver timely and quality results and/or solutions to fulfil and understand the real customers' needs. Administration & Operations Events management (including retreats, trainings and meetings) Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. as needed

Required Skills and Experience

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.

The Academy of Civil Service under the President of Turkmenistan (hereinafter referred to as the Academy or ACS) was established in September 2008. The strategic goal of the Academy is to create an educational, research, organizational, and methodological base that provides training and capacity building activities for management personnel of state authorities and local governments.

The Academy provides a two-year retraining course for civil servants, as well as short-term advanced training courses based on applications from ministries, state departments, and local governments.

According to the State Programme of the development of digital economy for 2021-2025 the development of digitalization and the ongoing institutional transformations in this area require a consistent build-up of the practical skills of civil servants.

To organize the educational process, the Academy, in addition to the main teaching staff, attracts highly qualified specialists and experts from the ministries and departments of the country, as well as representatives of partner higher educational institutions, specialized academies, research institutes and analytical centers, including from other countries. The training course programs provide for holding of practical classes and industrial practice for the students of the Academy from the Mejlis (Parliament), ministries and sectoral departments, as well as local self-government bodies.

UNDP and the Academy of Civil Service under the President of Turkmenistan have initiated the joint Project - Capacity Building of the Academy of Civil Service under the President of Turkmenistan.

The goal of this project is to strengthen the potential of the Academy of Civil Service under the President of Turkmenistan to improve the professional qualifications and retraining of civil servants in accordance with principles that take into account merit and performance, as well as to promote young specialists (including women) in leadership positions.

The project includes the following components: development and implementation of certification programs for professional development of civil servants in line with the primary objectives of development of digital economy and strengthening ICT infrastructure of education system of the Academy in accordance with objectives of civil service during the transition to digital economy.

The project is designed to support the Academy and develop, in close cooperation with it, modern training programs, as well as improve the methodology and material and technical base for further improving the training of civil service personnel.

The long-term goal of the assignment is to improve the efficiency of the public service in Turkmenistan in line with global trends and innovations.

The assignment corresponds to the priority areas of the National Programme of Socio-Economic Development of Turkmenistan for 2022-2052, the Presidential Program of Socio-Economic Development of Turkmenistan for 2022-2028, the Concept for the Development of the Digital Economy in Turkmenistan for 2019-2025, the State Programme of the Development of Digital Economy for 2021-2025, the Concept for the Development of the Digital Education System in Turkmenistan.

At present, one of the main priorities of the public policy of Turkmenistan is the development of a digital education system in Turkmenistan. The Academy plans to launch an innovative distance learning technology in the frame of implementation of the Concept for the Development of the Digital Education System in Turkmenistan.

Together with UNDP, the Academy is going to implement a new mechanism of civil servants’ education using innovative distance learning technologies. The competence-oriented approach in developing of trainers/teachers is one of the current priorities of the Academy. The main tasks of the assignment will be preparation, testing and publication of a methodological manual of civil servants training using distance technologies based on:

• familiarization with the didactic, psychological, pedagogical, and methodological foundations of the application of information and communication technologies in the field of education;
• development of competence in the use of modern digital tools and services for the creation of electronic educational resources;
• formation of skills in the use of ICT tools in the digital educational environment.

The assignment shall cover:

Innovative trainer/teacher knowledge requirements in the field of ICT:

• know the techniques and methods of using ICT tools in various types and forms of educational activities;
• be able to use ICT tools in their professional activities;
• own the methodology of using digital technologies in the subject area;
• have the skills to develop pedagogical technologies based on the use of digital tools and services;
• have an idea of ??the possibilities of practical implementation in the context of the use of multimedia technologies, artificial intelligence systems, information systems, innovative equipment, web technologies that operate on the basis;
• of computer technologies that automate the input, accumulation, processing, transmission, and operational management of information;
• be able to use telecommunication technologies for educational purposes;

The modern trainer/teacher needs to be taught:

• use information or educational resources;
• remotely interact with students and trainees;
• use social media services in real time to share innovations with colleagues or provide individual assistance to students;
• create electronic educational resources and place them in specialized systems or on educational platforms;
• conduct a variety of online learning projects on social networks or on educational platforms;
• organize remote communication between all participants of the educational process using technologies;
• conduct joint lectures, laboratory and practical classes using services for webinars or other services for virtual meetings and communication;
• exchange relevant information within network professional communities;

In this regard UNDP is seeking an international expert to support the preparation, testing and publication of a methodological manual of civil servants training using distance learning technologies based on best international practices and also to conduct the mastering course for trainers presenting this Guide. The course will help to understand:

• features of the professional activity of educators in the digital information and educational environment;
• the possibility of using digital technologies, innovative equipment, electronic educational resources to achieve subject, meta-subject and personal results;
• the specifics of the organization of the educational process using distance learning technologies;

The trainers also will learn:

• to carry out professional pedagogical activities in the information and educational environment of the Academy and other High Educational Institutions;
• to analyze, systematically select and use digital tools, information systems, web technologies in accordance with the objectives of training and the requirements of the National Educational Standards;
• to use digital tools and services, electronic educational resources, distance learning technologies in educational activities;
• to develop learning materials using distance learning technologies;
• to carry out network interaction with other teachers and educational organizations;