Executive Associate (Open to Tier 0, 1, 2 & 3 applicants) at UNDP

Panama City, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Aug, 26

Salary

0.0

Posted On

12 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Protocol Procedures, Briefing Material Preparation, Correspondence Drafting, Information Flow Coordination, Event Organization, Customer Service, ERP Systems, MS Office, English Fluency, Spanish Fluency, Knowledge Management, Administrative Support, Meeting Minutes, Translation

Industry

International Affairs

Description

Tiered Approach In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby: * Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026. * Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments * Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers * Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply. Background Background and Organizational Context The UNDP Regional Hub for Latin America and the Caribbean is based in Panama and serves 25 country offices (covering 42 countries and territories) in the Latin America and the Caribbean region, offering regional policy and advisory support to country programme needs, and a trustworthy source of knowledge, experiences, and resources provided by a group of experts and professionals. The Regional Hub works through its country offices with governments and people to create customized solutions to development challenges and thus contribute to strengthen national and local capacities and achieving sustainable development. In this context, the UNDP Regional Hub is strengthening its internal capacities through an enhanced recruitment approach to respond to the needs and priorities of the region. It is envisaged that this support will provide timely, cost effective, integrated and dynamic solutions for the delivery of much needed services under a rapidly changing context in the office thus ensuring smooth business continuity and sustainable development. Position Purpose Under the guidance and direct supervision of the Manager of the Regional Hub for LAC, the Executive Associate ensures effective and efficient functioning of the Hub Manager`s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, and management of information flow and follow-up on deadlines and commitments made. The Executive Associate promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the Hub Manager`s office. The Executive Associate to the Hub Manager works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas. UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration. Key Duties and Accountabilities 1.) Ensure effective and efficient functioning of the Hub Manager`s office. Example of Duties: * Maintain the supervisor’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required. * Maintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts. * Compile research and prepare high quality briefing materials for supervisor for appointments, meetings, missions, and for use in discussions. * Manage Hub Manager missions and representation schedule. * Prepare correspondence, directives, and comments on behalf of Hub Manager for his/her signature and follow-up when required. 2.) Provide effective communications support to the office to facilitate essential flow of information. Example of Duties: Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents. * Coordinate information flow in the office and follow up on circulation files. * Facilitate information sharing between the Hub Manager’s Office, UN Coordination Unit, Regional Hub Clusters, Regional Projects, Donors, and the Regional Hub staff. * Follow up deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the Hub Manager. * Screen all incoming calls and correspondence. * Provide advice to senior officials on national protocols and UN related procedures. 3.) Facilitate knowledge building and management in the Regional Hub Example of Duties: * Provide sound contributions to knowledge networks and communities of practice. * Organize specialized training for secretarial and/or support staff. * Organize training for Regional Hub staff on coordination, administration and protocol issues. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization. Supervisory/Managerial Responsibilities: None Requirements: Education * Secondary Education is required with specialized secretarial training. * A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration but is not a requirement. Experience, Knowledge, and Skills * Minimum of 6 years (with high school diploma) or 3 years (with bachelor’s degree) of relevant progressively responsible secretarial, administrative, and/or programme experience is required at the national and international level. * Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP. * Experience in preparing notes, memos, narrative reports and general correspondence is highly desirable. * Familiarity with UNDP or UN System operations, international organizations, or diplomatic missions is an advantage. * Experience in the organization of events is an asset. * Experience in protocol procedures, attending to high-ranking official’s agenda is highly desirable. * Working experience in front office management and executive support positions is highly desirable. * Experience in customer service is an asset. Language Requirements * Fluency in English and Spanish is required. 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: Appreciates/respects differences, aware of unconscious bias, confronts discrimination Cross-Functional & Technical competencies Thematic Area Name Definition Administration & Operations Documents and records management * Overall document (hard or electronic) management; registry and retention policy including storing and archiving Administration & Operations Events management (including retreats, trainings and meetings) * Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc. 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 * Ability to manage communications internally and externally, through media, social media and other appropriate channels Business Management 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. * Provide inputs to the development of customer service strategy. * Look for ways to add value beyond clients' immediate requests. * Ability to anticipate client's upcoming needs and concerns. Business Development Knowledge Generation * Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need Equal opportunity As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination. UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all. Sexual harassment, exploitation, and abuse of authority UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles. Probation For all new UNDP fixed term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period. Right to select multiple candidates 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. Use of AI by candidates Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection [https://www.undp.org/careers/using-ai-responsibly-undp-recruitment-and-selection] Scam alert UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert. #LI-DNI

Responsibilities

The Executive Associate ensures the efficient functioning of the Hub Manager's office by managing calendars, protocol, and information flow. The role involves coordinating with internal and external stakeholders to ensure deadlines are met and high-quality briefing materials are prepared.