UNV Executive Associate for UN/UNDP-EU Relations - Brussels

Requires a Cover Letter?: 
no
Application Submissions Guideline: 

APPLY HERE: https://app.unv.org/opportunities/1778796763177216

ONLY ONLINE APPLICATIONS SUBMITTED THROUGH THE ABOVE LINK WILL BE ACCEPTED.
 

Contact Person Email: 
Description: 

UN Entity: UNDP - Belgium.

Assignment Context:
The Bureau of External Relations and Advocacy (BERA) is positioned around three service lines; Public Partnership; Advocacy, Marketing and Communications; and Private and Finance Partners, all working in close collaboration and coordination under the guidance of the Directorate and with the support of the Management Support Unit and Strategic Analysis and Engagement team.
BERA has a robust network of Representation Offices (Brussels, Copenhagen, Geneva, Germany, Tokyo and Washington D.C.) and Regional teams in five hubs (Africa, Arab States, Asia Pacific, Europe and CIS, and Latin American and the Caribbean) co-led with Regional Bureaux, all of which play a critical role in audience centric communications and management and strengthening of relationships with Public and Private Partners to help build a strong brand for UNDP within the local ecosystem.

The Brussels Representation Office services the European Commission/European Union (EC/EU) and other EU related institutions, UNDP Country Offices (COs), Regional Centers (RCs) as well as HQ, in view of maintaining sound relations in terms of programme/project implementation, policy dialogue and a deepening of the present partnership between the two institutions.
The Executive Associate will support the UN/UNDP Director and the UNDP Deputy Director in their functions through the facilitation of administrative, operational and logistical support, ensuring high quality and accuracy of work.

Task description:
With excellent communications and interpersonal skills, the Executive Associate must be self-motivated, with the capacity to take initiatives. S/he must have a good sense of self-organization and flexibility, with an ability to work effectively under pressure, propose solutions to resolve a wide range of complex issues, and meet tight deadlines within a team. Displaying a client and results-oriented approach and promoting the values of the United Nations, the individual will deliver the following:

Ensure effective and efficient functioning of the UN/UNDP Director / Deputy Director’s office:
•  Oversee the day-to-day operations of Senior Management and their calendars, contacts with high-ranking visitors, arrangement of appointments and meetings, and taking minutes; preparing high-quality briefing materials for supervisor for appointments, meetings, missions and routing requests for materials to relevant colleagues.
•  In collaboration with the Directorate team and Bureaux units, identify sources, gather and compile data and information for the preparation of documents, guidelines, speeches and position papers.
•  Assist in the organization of high-level meetings and UN/UNDP senior visits.
•  Support analytical work on the cooperation between the EU and UN/UNDP.
•  Contribute to strengthening bilateral relations between the EU and UN/UNDP; support Office interactions with various external partners (i.e. governmental officials, donors, civil society, UN agencies) through collaborative and proactive relationship with counterparts.
•  Manage Senior Management missions and representation schedules.
•  Prepare correspondence and related materiel on behalf of Senior Management for their signatures and follow-up when required.

Administrative and logistical support:
• Undertake all logistical, administrative, and financial arrangements for the organization of meetings, workshops, events, missions; draft invitation letters; prepare meeting rooms and archive documents.
• Support the Bureaux units in managing calendars, scheduling appointments and meetings, including for incoming missions.

Facilitate effective communications and information management support:
• Review, prioritize and route correspondence to and from the Office; follow-up action, keeping respective personnel informed; review correspondence for internal clearances and signatures; respond and/or direct inquiries to the appropriate offices for timely action and/or response.
• Maintain rosters of high-level partners and contacts lists; maintain a filing system, including automated, to ensure the safekeeping of confidential material.
• Follow up on deadlines, commitments made, actions taken; coordinate the collection and submission of the reports to Senior Management.
• Screen all incoming calls and correspondence.
• Present proposals to eliminate communication bottlenecks in the Office and streamline Office procedures between the supervisor’s office and subordinate division.
• Attend Programme and Policy meetings and note take; maintain Office calendars sending out reminders as necessary.
• Any other related tasks as may be required or assigned by the supervisor.

Languages
English, Level: Fluent, Required
French, Level: Working knowledge, Desirable

Required Experience:
• Excellent written and oral communication skills in English including the ability to identify and express clearly key messages, adapting style to the intended audience.
• High level of computer literacy, in particular in Excel and computerized accounting systems.
• Experience working with the United Nations and the European Union is an advantage.
• Ability to review a variety of data, identify and adjust data discrepancies.
• Ability to meet tight deadlines whilst working effectively in a fast-paced environment.
• Attention to detail and analytical skill

Inclusivity statement:
United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy

Living Conditions and other Remarks:
As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials. This Brussels is a unique city to live and work in. It is the capital of Belgium and also of Europe. Headquarters of the European Union and the North Atlantic Treaty Organization (N.A.T.O.), Brussels is an international financial centre and home to the European headquarters of over two thousand multinationals. Brussels offers high-calibre scientific resources and has flexible economic infrastructures that have enabled it to keep pace with the great technological changes of the 21st century.

UN Volunteer entitlements and allowances:
The purpose of the allowances and entitlements paid to UN Volunteers is to enable UN Volunteers to sustain a secure standard of living at the duty stations in line with United Nations standards without incurring personal costs. The allowances are in no way to be understood as compensation, reward, or salary in exchange for the UN Volunteer’s service. Contingent on specific eligibility criteria, location of the volunteer assignment and contractual type and category, the payment of allowances will begin from the date of Commencement of Service For more information on entitlements please read the Condition of Service (https://explore.unv.org/cos). For information specific to your assignment please see below:

Please note that the amounts can vary according to fluctuations of the monthly post adjustment.

Monthly Living Allowance (Per month): USD 2077.6
Entry lump sum (one-time payment): USD 4000
Family allowance: $250 per month for one dependent. $450 per month for two or more dependents
Exit allowance (for each month served, paid on completion of contract): USD 225
Medical and life insurance: Cigna Private Insurance - Comprehensive coverage for health, life and malicious acts for the UN Volunteer and health insurance coverage for up to 3 eligible dependents.

Leave entitlements:

Annual leave: 2.5 days accrued per calendar month
Certified sick leave: UN Volunteers are entitled to up to 30 days of certified sick leave based on a 12-month cycle. This amount is reset every 12-month cycle.
Uncertified sick leave: 7 days for 12 months and 4 days for shorter assignments
Learning leave: 10 working days per consecutive 12 months (shorter assignments are prorated)
Maternity Leave: 16 weeks
Paternity Leave: 10 days

Expired

NOTE:

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Last modified: 
22 Jan, 2025
Intervention Sector(s):
Development
Application Deadline:
Monday, 3 February 2025
Contract Type:
Full Time
Period of Employment:
12 months (with possibility of extension)
Salary
USD 2077.6
Salary Range:
1500 to 2000 (USD)
Education Degree:
Bachelor Degree
Education Degree Details:
Bachelor degree or equivalent in management and administration, development, economics, social science, law, international relations, or related field.
Experience Requirements:
No experience required
Arabic Language:
None
English Language:
Fluent
French Language:
Good
Country/City: 
  • Belgium