Description Background Diversity, Equity and Inclusion are core principles at UNDP: we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories. 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. UN Volunteers (UNV) headquartered in Bonn, Germany engages qualified volunteers contributing to the impact and efficiency of the United Nations system and supports efforts by UN Member States and the UN to integrate volunteerism in the strive towards meeting the global Sustainable Development Goals. The Executive Office (ExO) of UNV provides vision, innovation, and organizational leadership, and strategically directs and manages UNV global operations. The ExO defines long-term goals and immediate objectives, building on UN General Assembly resolutions and UNDP/UNFPA/UNOPS Executive Board decisions. The ExO leads the development, articulation and implementation of the substantive, financial and operational aspects of the UNV programme, e.g. strategies, policies and guidelines. Under the guidance and direct supervision of the Deputy Executive Coordinator (DEC), the Executive Associate is responsible for the smooth and efficient functioning of the DEC’s office and provides effective and quality operational support to other functions in the Executive Office (ExO). The Executive Associate manages information flow and follows up on deadlines and commitments to ensure timeliness and accuracy of ExO’s services as well as appropriate outcomes. As a member of the Executive Office team, the Executive Associate is expected to work closely with other members of the team and across all units and functions in the organization both at HQ and outside Bonn, fostering horizontal collaboration while handling matters of sensitive nature with discretion; protecting confidentiality, and ensuring transparency, as required depending on the context. Embodying a client oriented and adaptive mindset, the Executive Associate represents the highest standards of integrity and innovative approaches to work and is a force for administrative efficiency, continuous learning and renewal in the organization. An important part of the role is to backstop the Executive Associate to the Executive Coordinator and provide support to the Director of Management Services when required from time to time. Duties and Responsibilities 1. Ensure effective functioning of the Deputy Executive Coordinator’s (DEC) office Manage and monitor the DEC´s agenda, schedule appointments, assist proactively in time management, prepare for meetings, missions, visits, etc. Organize the office of the Deputy Executive Coordinator to ensure smooth work-flow and assign priorities for correspondences as appropriate. Timely follow-up on deadlines. Screen, track, and assign incoming correspondence and documents, prioritizing complex or sensitive items for special attention. Establish and oversee procedures to monitor deadlines, ensuring timely follow-up on pending issues and correspondence requiring the personal attention of the DEC and/or ExO. Manage and review correspondence for the Deputy Executive Coordinator, ensuring high-quality, priority-based handling, compliance with prescribed formats, and proper filing in line with UNV standards. Manage the administration of DEC’s travel and missions. Compile and issue notification for mission plans and coordinate the preparation of the meetings/missions and briefing material, ensuring the timely and appropriate arrangements for meetings/missions and support the scheduling of high level meetings. Take minutes from meetings when required, prepare and disseminate the minutes to relevant stakeholders. Establish and maintain files, reports and documents in a systematic manner for use by the Deputy Executive Coordinator. Organize in-person visits (on-site or elsewhere) of UN, Government or other counterparts or external visitors to the DEC, as requested. Other tasks required to support the effectiveness of the UNV management team, as may be required from time to time. 2. Provide and strengthen administrative, logistical, communications and substantive support to the Executive Office Provide support to the Chief, Strategic Planning and Executive Support and the Strategic Management Specialist in the execution and monitoring of various corporate projects managed by the ExO, participate in task forces and act as focal point as assigned. This can include basic internal communications, research, database, reporting, editorial and formatting, or other support tasks. Support ExO functions in outreach and engagement with Regional Offices. Coordinate official hospitality activities. Support the organization of conferences, webinars and special events. Support learning and experimentation with innovative digital methods such as AI to help improve various functions in the office. Assist in maintaining and promoting the use of ExO databases in CRM-Salesforce. Support knowledge management through the use of automated filing systems for safekeeping of documents and confidential files based on records management policy; guiding other UNV personnel on records management through liaising with the designated focal points in each section/unit. Perform functions and tasks for all ExO teams in corporate systems for finance, budget planning and monitoring (including estimates and expenditure monitoring), travel, procurement planning and management, and administration. Conduct periodic review of Quantum exceptions/errors and liaise closely with Finance Resources Management Section to resolve issues and take appropriate corrective actions. Provide back-up support to the Executive Coordinator and the Director of Management Services in the absence of the Executive Associate to the Executive Coordinator or on an ad-hoc basis. 3. Support Internal and External Communications Assist in the preparation of internal communications across the organization relevant to the Executive Office and management activities in UNV. Contribute in the preparation of newsletters, meeting minutes, topical summaries, and other communication tools in the management functions. Research and propose new and innovative ways of strengthening internal communications across the organization. Provide coordination support to the preparation of external communications activities as required. Support the communications team from time to time with activities related to media outreach, interviews, articles, media monitoring, etc. Coordinate on behalf of management with communications providers. Assist in the preparation of speeches and media articles on behalf of management. Core Competencies Achieve Results Plans and monitors own work, pays attention to details, delivers quality work by deadline Think Innovatively Open to creative ideas/known risks, is pragmatic problem solver, makes improvements Learn Continuously Open minded and curious, shares knowledge, learns from mistakes, asks for feedback Adapt with Agility Adapts to change, constructively handles ambiguity/uncertainty, is flexible Act with Determination Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner Demonstrates compassion/understanding towards others, forms positive relationships Enable Diversity and Inclusion Appreciate/respect differences, aware of unconscious bias, confront discrimination Cross-Functional & Technical Competencies System Thinking Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system. Digital Awareness and Literacy Ability and inclination to rapidly adopt new technologies, either through skillfully grasping their use or through understanding their impact and adopting them for use as needed. 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. 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 Knowledge generation Ability to research and turn information into useful knowledge, relevant for context, or responsive to a stated need. Documents and records management Overall document (hard or electronic) management; registry and retention policy including storing and archiving. Travel policy and procedures Knowledge of travel policy and procedures, ability to interpret travel policy, the Staff Rules, administrative circulars and financial regulations and rules on travel-related matters. Required Skills and Experience Education: Secondary Education is required. A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or other relevant area will be given due consideration, but is not a requirement. Training or education in digital technologies is a strong asset. Experience: A minimum of six years (with secondary education) or three years (with bachelor’s degree) of relevant administrative and/or programme support work experience is required. At least one year of work experience in an international environment is requirement. Experience with organizational renewal, business process improvement, or innovation is desirable. Experience in new digital technologies and/or artificial intelligence is highly desirable. Experience in organizational communications and knowledge-sharing is an asset. Experience in the usage of office software packages (MS Word, Excel, etc.) and in handling of web based management systems is required. Experience working with senior officials is a strong asset. Fluency in English and German is required. Working knowledge of another official UN language is an asset. (Arabic, Chinese, French, Russian or Spanish) Strong writing skills are required. Disclaimer Note: Only short-listed applicants will be contacted; The successful candidate will hold a UNDP letter of appointment; This post is for local recruitment only. It is open to citizens of the European Union (EU) member states or holders of residence and unlimited work permits for Germany. All travel, interview and relocation costs, if any, incurred to take up an appointment at the duty station in Bonn are at the expense of the applicant. Important information for US Permanent Residents ('Green Card' holders) Under US immigration law, acceptance of a staff position with UNDP, an international organization, may have significant implications for US Permanent Residents. UNDP advises applicants for all professional level posts that they must relinquish their US Permanent Resident status and accept a G-4 visa, or have submitted a valid application for US citizenship prior to commencement of employment. UNDP is not in a position to provide advice or assistance on applying for US citizenship and therefore applicants are advised to seek the advice of competent immigration lawyers regarding any applications. 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. Non-discrimination UNDP has a zero-tolerance policy towards sexual exploitation and misconduct, sexual harassment, and abuse of authority. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. 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