Executive Associate [Open to Tier 0, 1 & 2 applicants]

UNDP • Panama City, FL

1d • Onsite

About The Position

The Regional Bureau for Latin America and the Caribbean (RBLAC) covers 26 Country Offices and one Regional Service Centre, encompassing over 40 country programmes. UNDP assists countries in Latin America and the Caribbean in developing and sharing solutions to development challenges, fostering coalitions for change, and connecting individuals and institutions for knowledge sharing. Regional priorities include democratic governance, sustainable development, reducing inequalities, disaster and conflict risk reduction, and the advancement of women. As part of UNDP’s organizational optimization and efforts to strengthen regional delivery, the position of Deputy Assistant Administrator and Deputy Regional Director for RBLAC has been relocated from New York to Panama. This strategic move aims to bring senior leadership closer to country operations and regional support functions. The Deputy Regional Director, based in Panama, will oversee the Regional Hub's operations and provide enhanced leadership, coordination, and oversight of regional support services to Country Offices. This initiative seeks to improve alignment between corporate decision-making and operational realities, increase responsiveness to Country Office needs, integrate policy, programme, and operations support, and facilitate more effective engagement with regional stakeholders. The Panama-based leadership will also reinforce coordination with the Bureau’s Country Support Unit and Regional Hub teams to ensure high-quality support for delivering UNDP’s Strategic Plan and regional priorities.

Requirements

• Secondary Education is required with specialized secretarial training, OR University Degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration, but is not a requirement.
• Minimum 7 years (with secondary education) or 4 years (with Bachelor’s degree) of progressively responsible administrative, executive support or programme experience at the national or international level is required.
• Experience using computers and office software packages (MS Word, Excel, etc.) and in handling web-based management systems is required.
• Fluency in English and Spanish is required.

Nice To Haves

• Experience within the United Nations Common System is desirable.
• Experience in preparing notes, memos, narrative reports and general correspondence is desirable.
• Experience in protocol procedures, meetings/event organization and attending to high-ranking official’s agenda is desirable.
• Working experience in front office management and executive support positions is desirable.
• Working knowledge of other UN official language is an asset.

Responsibilities

• Ensures effective and efficient functioning of the office of the RBLAC Deputy Director, focusing on achievement of the following results: In coordination with the Special Assistant to the Deputy Director, management of the schedule/calendar for the RBLAC Director with external and internal parties; Coordinates and processes official travel arrangements for the Deputy Regional Director and, if required, for other RBLAC Directorate or Bureau’s staff, ensuring compliance with UNDP travel policies and coordination with other travel partners from the internal or external environment; Coordination with the Special Assistant to the Deputy Director and with other Regional Hub and Bureau staff for the timely preparation of high-quality briefing materials for appointments, meetings, missions; In coordination with the Special Assistant to the Deputy Director, management of the RBLAC Deputy Director´s extensive mission and representation schedule. Understanding of all protocol procedures and ensuring that procedures are fully implemented with respect to all visitors and guests of the Bureau; Use of office management systems for effective functioning of the RBLAC Deputy Director’s office, including maintenance of rosters of high-level partners, telephone and contact lists, maintenance and use of automated filing systems and ensuring safekeeping of confidential materials.
• Ensures effective communications support to the RBLAC Deputy Director, focusing on achievement of the following results: Coordinates the flow of information from the RBLAC Deputy Director’s office to other RBLAC units at the Regional Hub, Headquarters and in the field, other UNDP and UN units; identification of opportunities to improve or streamline information flow and communications channels in the office including through innovative IT solutions; Liaises in a timely manner with all RBLAC units to ensure that the RBLAC Deputy Director’s decisions, instructions and requests for action and information are communicated to the correct people for follow-up actions; Self-directed and timely follow-up with all units on actions expected by the RBLAC Deputy Director; Reviews of incoming correspondence for the RBLAC Deputy Director´s attention and prioritizing of documents according to action required; Reviews, proofreads and edits of all correspondence for proper clearance prior to the RBLAC Deputy Director’s signature, ensuring quality control, substance, sensitivity of issues, and compliance with UNDP standards; Directs queries to appropriate party or substantive focal points within RBLAC for responses; Presents proposals to eliminate communication bottlenecks in the office and streamline communication procedures between the Directorate and other internal and external units; Drafts and prepares correspondence, directives, comments on behalf of the RBLAC Deputy Director for his/her signature and ensuring follow-up as needed; Assists in the organization of Directorate’s meetings and tracking follow-up actions.
• Provides administrative support to effective advocacy of UNDP and RBLAC activities under the guidance of the Deputy Regional Director and in close coordination with the RBLAC Directorate, focusing on achievement of the following results: Supports the Directorate in facilitating the Bureau’s interaction (in sensitive, political, diplomatic, others) with various external partners of RBLAC, such as ambassadors, donor country delegations, parliamentarians and high-level senior officials, as well as the Administrator and the Executive Office. Assists in the maintenance of information on the Directorate staff activities; Assists the Special Assistant to the Deputy Director in the research, obtaining and analysis of background materials for the preparation of the briefings, meetings, official missions and appointments. Assists in the preparation of public information materials and folders, as requested. Assists in the organization of official hospitality events on behalf of RBLAC.
• Provides administrative support to the Deputy Regional Director and Regional Hub senior management staff, focusing on achievement of the following results: Applies ‘best practices’ with respect to administrative, procedures, rules, regulations and systems, and introduction of relevant proposals for their eventual application in the functioning of the RBLAC Deputy Regional Director’s office; Organizes and schedules meetings originated by RBLAC, including reservation of room, notification to attendees, logistics; preparation of agenda; organization and distribution of key documentation. Drafts/revises meeting minutes. Processes travel requests in line with UNDP Travel Policy. Calculates DSA entitlements and processes claims, ensuring the timely settlement of claims; Provides administrative support to conferences, workshops, retreats organized by RBLAC.
• Ensures facilitation of knowledge building and management, focusing on achievement of the following results: Conducts research on various work-related subjects at the request of the RBLAC Deputy Director, in collaboration with the Special Assistant; Contributes to knowledge networks and communities of practice; Ensures availability of coverage and reciprocal backstopping for the Special Assistant to the Deputy Director and Executive Associate to the Director (virtually) during peak times. The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED