Programme Associate – Senior Management’s Office

Zambia, Full Time TBA May 13, 2022

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 Management 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
Education
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;
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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.
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