Executive Associate to RR [Open to internal and external applicants] at UNDP

Cairo, Cairo, Egypt -

Full Time

Start Date

Immediate

Expiry Date

17 Oct, 26

Salary

0.0

Posted On

19 Jul, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Executive Support, Protocol Procedures, Arabic Translation, English Translation, Briefing Material Preparation, Office Management, Stakeholder Coordination, Records Management, Event Planning, Information Flow Management, Meeting Minutes Preparation

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 UNDP’s decades-long partnership with Egypt has fostered a diverse portfolio of support across the economic, social, and environmental sectors. The current strategy builds on this strong foundation, aligning with Egypt Vision 2030 to advance a green, inclusive, and resilient development pathway driven by innovation and collaboration. As a strategic partner, UNDP Egypt plays a central role in accelerating progress toward the SDGs, with three pillars of support: Inclusive Growth and Digital Transformation, Governance, Social Inclusion, and Gender; and Climate and Nature. Drawing on global expertise and grounded in local experience, the Country Office works closely with partners on policy advisory and programmatic support, and bringing stakeholders together across the spectrum including government, private sector, academia and CSOs to address complex challenges and take advantage of opportunities. To remain agile within a rapidly changing development landscape, UNDP Egypt is implementing an organizational change process that aims to transition to a structure and financially viable business model that is more effectively and efficiently able to deliver on evolving national priorities. It is guided by four core principles: * Retaining key capacities while investing in new expertise * Strengthening and integrating quality assurance and programme finance * Standardization and optimization across the teams / functions * Financial sustainability of core structure - with flexibility for expansion / contraction Position Purpose Under the guidance and direct supervision of UNDP Resident Representative (RR) in Egypt, the Executive Associate ensures effective and efficient functioning of the Resident Representative’s office, management of information flow and follow-up on deadlines and commitments made, maintenance of protocol procedures and full confidentiality in all aspects of assignments. When needed, the Executive Associate also coordinates the secretarial and clerical staff of the office. The Executive Associate works in close collaboration and on a daily basis with UNDP Programme, and Operations teams, UN Agencies, International Organizations, Egyptian institutions to ensure efficient flow of information, actions on instructions and agendas. Duties and Responsibilities 1.Ensures effective and efficient functioning of the Resident Representative’s office focusing on achievement of the following results: • Maintenance of the Resident Representative’s calendar, contacts with high-ranking officials and visitors, arrangement of appointments and meetings • Management and facilitation of RR missions and representation schedule. Accompany RR in events and missions and ensure smooth logistics and protocol. • Support and facilitation for organization of meetings and events, both internal and external as needed (such as Board meetings, committees, team meetings, etc.) • Follow up on external deadlines, commitments made, ensuring actions and decisions are anticipated with adapted prioritization and sufficient preparation and information. • Building and maintaining a network of contacts with counterparts at Ministries, Embassies, international organizations and UN agencies, and facilitation of work with them. • Assembling high-quality briefing material for RR and visitors for appointments, meetings, and missions. • Interpretation between Arabic and English when required taking notes and preparing minutes of meetings • Maintenance of rosters of high-level partners and contact lists. • Preparation of correspondence, directives, comments on behalf of RR for signature and follow-up when required. • Use of automated office management system for effective functioning of the RR Office. 2. Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results: * Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required. * Facilitation of information sharing with and between Programme and Operations Teams. * Follow up on internal deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Resident Representative. * Screening and dispatching of all calls and correspondences incoming to the Resident Representative office and provide informal translations of short texts when needed. * Maintenance of electronic and hardcopy filing system, ensuring safekeeping of confidential material. * Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the Resident Representative’s office and UNDP country office units. * Support to organization of advocacy and other CO events, as required 3. Ensures facilitation of knowledge building and management focusing on achievement of the following results: * Sound contributions to knowledge networks and communities of practice. * Support to maintenance of Teams’ status reports, best practices, lessons learned, publishing on Programme intranet and other media sites. * Organizations of specialized trainings for 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 organisation. Supervisory/Managerial Responsibilities: Executive Assistant – G5 Competencies Core : Achieve Results: LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work Think Innovatively: LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking Learn Continuously LEVEL 2: Go outside comfort zone, learn from others and support their learning Adapt with Agility LEVEL 2: Adapt processes/approaches to new situations, involve others in change process Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously Engage and Partner LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships Enable Diversity and Inclusion LEVEL 2: Facilitate conversations to bridge differences, considers in decision making Cross-Functional & Technical competencies: Thematic Area Name Definition Business Direction & Strategy Business Acumen * Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome. * Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks. Knowledge and understanding of the operational frameworks in the organization Business Management Communication * 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 Development Knowledge Generation * Ability to research information and to turn it into useful knowledge, relevant for context, or responsive to a stated need. Ability to apply existing concepts to new situations, and to develop new concepts to generate workable solutions and new approaches. Knowledge of relevant concepts, conceptual models, and theories that can be useful in addressing new situations. Digital Data Literacy * Understand the potential as well as the limitations of using data driven innovation. * Ability to use a mix of data sources (quantitative, qualitative or real- time techniques) to develop understanding, identify patterns to inform decision making or identify opportunities for further exploration. Digital Data Privacy & Digital Ethics * Knowledge of ethical usage of digital technology (e.g. AI, robotics, automation) and data. Ability to assess ethical implications when using, combining or sharing data, when building or implementing AI systems, and when advising on robotisation and automation etc. * Ability to design privacy protocols to ensure data is protected and used for legitimate purposes without unnecessary privacy risks. Ethics UN Policy Knowledge-Ethics * Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity. Administration & Operations Documents & Records Management * Overall document (hard or electronic) management; registry and retention policy including storing and archiving Required Skills and Experience Education: * Secondary education with specialized secretarial training is required. * A university degree (bachelor´s degree) in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement. Experience: * A minimum of 6 years (with secondary education) or 3 years (with Bachelor´s degree) of progressively responsible secretarial, administrative support at the national or international level is required. * Experience in the usage of office equipment and office software packages (MS Word, Excel, Teams, Zoom, etc.) is required. * Knowledge and experience in handling web-based management systems (i.e. Quantum/Oracle Cloud) is desirable. * Prior experience as an Executive Associate is desired. * Experience in preparing high-quality briefing materials is desired. * Experience working with a UN organization or other development organization is desired. * Proficiency in English and Arabic languages is required. 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.

Responsibilities

The Executive Associate ensures the efficient functioning of the Resident Representative's office by managing calendars, information flow, and high-level protocol. They coordinate communication between internal teams and external partners while preparing high-quality briefing materials and handling translations.