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Programme Associate – Senior Management’s Office

United Nations Development Programme (UNDP)

This is a Full-time position in Mission posted 02/05/2022.

Programme Associate – Senior Management’s Office Jobs in United Nations Development Programme (UNDP) Mission vacancies in Mission at United Nations Deve

# Job Description

UNDP is committed to achieving workforce diversity in terms of gender,
nationality and culture. Individuals from minority groups, indigenous groups
and persons with disabilities are equally encouraged to apply. All
applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment,
including sexual harassment, and discrimination. All selected candidates will,
therefore, undergo rigorous reference and background checks.

UNDP Zambia is strategically repositioning its country programme
implementation based on emerging opportunities and UNDP’s comparative
advantages that maximizes partnerships, resource mobilization and impact in
keeping with UNDP’s mandate and its current Country Programme Document CPD
covering the period 2016 – 2021 and embarking on the next programme cycle to
support the Government of Zambia through its 8th National Development Plan
8NDP.

In addition, the review of the programme portfolio also showed a pressing need
to recalibrate the programme implementation in Zambia through a more
integrated vision aligned with the current CPD, the six 06 signature
solutions of the current Strategic Plan and the RBA’s strategic offer and
where UNDP will fully play its integrator role for accelerating the
implementation of the Sustainable Development Goals SDGs in Zambia.

As the development world and UNDP Zambia move into 2020, defined as the Decade
of Action, with only 10 years left to achieve the SDGs, it is more pressing
that UNDP Zambia revisits its approach to programming to ensure both it
continues to explore new ways of optimally supporting the Government of the
Republic of Zambia GRZ to achieve the objectives set out in both Agenda 2030
and the 7th National Development Plan 7NDP using a strategic approach to
planning resulting in an efficient and effective delivery of the Country
Programme to promote sustainable human development.

Against this backdrop and building upon the lessons learnt over the past
months, UNDP Zambia is recruiting a Programme Associate to provide executive
support to various Senior and Leadership. Under the direct guidance
of the Resident Representative, the Programme Associate ensures effective and
efficient functioning of the office, full confidentiality in all aspects of
assignments, maintenance of protocol procedures, management of information
flow and follow-up on deadlines and commitments made.

Position Purpose:

The Programme Associate works in close collaboration with Front Office,
Programme and Operations teams, UN Agencies, and national authorities to
ensure efficient flow of information, actions on instructions, agendas

Key Duties and Accountabilities

Ensures effective and efficient functioning of the RR’s office focusing on
achievement of the following results:

Management of RR’s office, ensuring an environment of professionalism and
teamwork at all times, and setting exemplary standards of conduct for the CO
team;
Maintenance of the RR’s calendar, contacts with high-ranking visitors,
arrangement of appointments and meetings and/ taking minutes, including
efficient management of the mission and representation schedule.
Preparation of correspondence, directives, comments on behalf of the RR for
signature; making follow-up when required.
Organization of regular and ad-hoc meetings; preparation of minutes and
summaries of actions to be taken; tracking of progress on planned issues;
follow-up with focal points.
Screening of all incoming communication, filter outgoing correspondence for
supervisor’s signature, clearance and further action by other staff; wherever
possible.
Adherence to and maintenance of appropriate protocol and correspondence
guidelines by CO team when communicating with Government and other external
partners;
Use of automated office management system.
Ensures provision of effective communications and administrative support to
the office focusing on achievement of the following results:

Maintenance of filing system ensuring safekeeping of confidential materials.
Use of automated filing system.
Coordination of the information flow in the office and dissemination of
corporate and interoffice communication to staff as required.
Follow-up on deadlines, commitments made, actions taken and coordination of
collection and submission of the reports to the RR.
Draft routine correspondence, interoffice circulars, general briefing notes,
documents, reports and minutes of meetings when requested.
Management of travel arrangements, meetings, and appointments, including
drafting of background notes.
Cultivating cordial relations with peers of the diplomatic corps and high
profile vistiors, ensuring good correspondence, coordination of
familiarization tours for visiting diplomats and other high-profile visitors
and logistics.
Maintenance of Teams status reports, best practices, lessons learned,
publishing on section intranet and compiling of information for resource
mobilization and communications officers.
Support to organization of advocacy events if required.
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 of specialized trainings for secretaries
Organization of trainings for UNDP and UN staff on coordination,
administration, and protocol issues.

Requirements

Secondary Education is required or University Degree in Business, Office or
Public Administration, Economics, Political or Social Sciences will be given
due consideration
Preferably with specialized professional secretarial or office management
certification is highly desirable
Experience, Knowledge, and Skills

Minimum 6 years with Secondary education or 3 years with Bachelor degree
of progressively responsible administrative or programme experience is
required at the national or international level.
Experience with UNDP/UN and international organizations will be an asset
Experience in the usage of computers and office software packages MS Word,
Excel, etc. and advance knowledge of spreadsheet and database packages;
experience in the use of web-based management systems.
Languages

Fluency in oral and written English,

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

Business Development – Development and Operational Effectiveness – Ability to
manage programmes and projects with a strategy aimed at improved performance
and demonstrable results. Ability to identify and execute opportunities to
improve operational efficiency

Business Management – Leadership and Self-Management – Ability to work
effectively with diverse groups of professionals towards common goals

Partnership management – Relationship Management – Ability to engage and
foster strategic partnerships with other parties, Inter-Agency Coordination
and forge productive working relationships.

Digital & Innovation – Event, Meeting, and Workshop Facilitation – Ability to
plan and organize events.

Business Management – Office Administration – Ability to manage day-to-day
office activities including but not limited to travel management, facilities
and asset management, policy and procedures maintenance to meet operational
needs.

Business Management – Knowledge Management and Learning – Ability to capture,
develop, share and effectively use information and knowledge.

Business Management – Internal Reporting and Accountability – Ability to
create internal reporting and accountability processes and standards

Keywords

Office Administration – specialized Professional Secretarial or Office
Management Certification
Administrative/Programme Support – Experience at the national or international
level
Web-based management systems – Hands on experience in the usage of computers
and office software packages MS Word, Excel, etc. and advance knowledge of
spreadsheet and database packages;
UNDP Disclaimer

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this
vacancy announcement. We may also retain applications and consider candidates
applying to this post for other similar positions with UNDP at the same grade
level and with similar job description, experience and educational
requirements.

Scam warning

The United Nations does not charge any application, processing, training,
interviewing, testing or other fee in connection with the application or
recruitment process. Should you receive a solicitation for the payment of a
fee, please disregard it. Furthermore, please note that emblems, logos, names
and addresses are easily copied and reproduced. Therefore, you are advised to
apply particular care when submitting personal information on the web.

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Closing Date : 13th May, 2022.

Programme Associate – Senior Management’s Office Jobs in United Nations Development Programme (UNDP) Mission vacancies in Mission at United Nations Deve

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