Management Associate (Internal Vacancy) -UN JOBS

Management Associate (Internal Vacancy)
Job Detail:

Job Title:  Management Associate (Internal Vacancy)
Total Position:  1
Department:  Strategic Management Unit
Job Type:  Fixed Term Appointment (FTA) ( firstshift )
Job Location:  Islamabad, Pakistan
Minimum Education:  Matriculation
Degree Title:  Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable.
Minimum Experience:  5 Years(5 to 7 years of progressively responsible management support, administrative, and programme experience is required at the national or international level. Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems)
Apply By:  Apr 21, 2011
Posted On:  Apr 7, 2011
Job Description
Under the guidance and direct supervision of the Country Director, the Management Associate ensures that management oversight functions of the UNDP Country Office under the CD will be exercised and followed up in a timely, effective and accountable manner. She/He will directly be responsible for establishing and managing an information flow and follow-up system on deadlines & commitments, ensuring effective and efficient functioning of the Country Director office office, while closely working with the Strategic Management Unit, and maintaining full confidentiality in all aspects of assignment and maintenance of protocol procedures.
The Management Associate to Country Director works in close collaboration with all UNDP Units both Operations and Programme and ensures that the Country Director Offices works and activities including meetings, field trips and functions are effectively managed and timely implemented. The Management Associate will also help maintain close and effective working relation with all partners including UN agencies, national government, donors, diplomatic community, local and international NGOs and private sector.
I. Functions / Key Results Expected
1.Ensures effective and efficient functioning of the management oversight by Country Director focusing on achievement of the following results:
  • Updating of management related information through using CO online reporting system (ATLAS) in support of Strategic Management Unit;
  • Creation of CO management information updates on weekly basis with brief analysis of what is missing, lacking, lagging behind, needing attention or corrective actions, requiring further actions and etc.; and
  • Maintenance of a weekly update on deadlines and COs commitments to be implemented and remind the relevant staff in a timely manner and regularly.
2.Ensures timely and orderly functioning of the Country Director Office focusing on achievements of the following results:
  • Maintenance of the CDs 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 quality briefing materials for CD for appointments, meetings, missions.
  • Management of CDs missions and representation schedule.
  • Maintenance of rosters of high-level partners, telephone lists.
  • Preparation of correspondence and letters on behalf of CD for his signature and making follow-up when required.
  • Use of automated office management systems for effective functioning of the Country Director office.
3.Ensures provision of effective communications support to the office focusing on achievement of the following results:
  • Maintenance of the filing system of CD Office and the Strategic Management Unit ensuring safekeeping of confidential materials.
  • Coordination of the information flow in the office.
  • Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to Country Director.
  • Screening of all incoming calls and correspondence.
  • Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the CD office and other units.
4.Ensures facilitation of knowledge building and management focusing on achievement of the following results:
  • Support coordination works relating to trainings and learning through UNDP Learning Academy.
  • Proactive engagement in the UNDP mandatory learning as well as individual skill development.
II. Impact of Results
The key results have an impact on the efficiency of the Country Director Office and the Strategic Management Unit. Accurate analysis and presentation of information strengthens the capacity of the Country Director office and promotes the image of UNDP CO as an effective contributor to the development of the country. Incumbents own initiative is decisive in results of work and timely finalization.
Required Skills
Corporate Competencies

Demonstrates commitment to UNDPs mission, vision and values.
Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability

Functional Competencies

Knowledge Management and Learning
Shares knowledge and experience
Actively works towards continuing personal learning, acts on learning plan and applies newly acquired skills

Development and Operational Effectiveness
Ability to perform a broad range of specialized activities aimed at effective and efficient functioning of Country Director office, including data/ schedule management, maintenance of protocol, information flow.
Ability to provide input to business processes re-engineering, elaboration and implementation of new data management systems

Leadership and Self-Management
Focuses on result for the client and responds positively to feedback
Consistently approaches work with energy and a positive, constructive attitude
Remains calm, in control and good humored even under pressure
Demonstrates openness to change and ability to manage complexities
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Management Associate (Internal Vacancy) -UN JOBS Management Associate (Internal Vacancy) -UN JOBS Reviewed by Humza Group on 8:45 PM Rating: 5

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