As one of the original eight pilot countries for the UN Reform initiative Delivering as One, Tanzania is a global leader in advancing reforms of the UN system, with a view to support accelerated harmonization in implementation practices, coherence in programming, and alignment with national systems, intended to produce a reduction in transaction costs and enhanced development impact.
Deepening reform will require new and even more innovative ways for the UN agencies to work together. Programme planning, resource mobilization, evaluation, and review activities will be done collaboratively. There will be increased harmonization of UN policies, procedures and tools, possibly leading towards the establishment of a One UN Operations Team.
Under the guidance and direct supervision of the Country Director, the Executive Associate ensures effective and efficient functioning of the Strategy and Partnerships team, 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 can supervise the secretarial and clerical staff of the office. The Executive Associate 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
Ensures effective and efficient functioning of the Country Director office focusing on achievement of the following results:
Maintenance of the supervisor’s 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 Country Director missions and representation schedule.
Maintenance of rosters, databases of partners, telephone lists.
Preparation of correspondence, directives, comments on behalf of Country Director for his/her signature and making follow-up when required.
Use of automated office management systems for effective functioning of the Country Director office.
Ensures provision of effective communications support to the Strategy and Partnerships Team focusing on achievement of the following results:
Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
Coordination of the information flow in the team, follow up on circulation files.
Facilitation of information sharing between UNCT and the UN Coordination Unit.
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 team and streamline office procedures between the supervisor’s office and subordinate division.
Ensures facilitation of knowledge building and management focusing on achievement of the following results:
Sound contributions to knowledge networks and communities of practice.
Organization of specialized trainings for secretaries.
Organization of trainings to UN staff on coordination, administration and protocol issues.
The key results have an impact on the efficiency of the RR/RC office. Accurate analysis and presentation of information strengthens the capacity of the RR/RC office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
Building Strategic Partnerships;
Promoting Organizational Learning and Knowledge Sharing;
Job Knowledge/Technical Expertise;
Promoting Organizational Change and Development;
Design and Implementation of Management Systems;
Promoting Accountability and Results-Based Management.
Demonstrating/safeguarding ethics and integrity;
Demonstrate corporate knowledge and sound judgment;
Acting as a team player and facilitating team work;
Facilitating and encouraging open communication in the team;
Creating synergies through self-control;
Learning and sharing knowledge and encourage the learning of others;
Promoting learning and knowledge management/sharing is the responsibility of each staff member;
Informed and transparent decision making.
Required Skills and Experience
Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.
6 years of progressively responsible 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), experience in handling of web based management systems.
Fluency in English and Swahili as an added advantage