Executive Associate (Open to Tier 0, 1, 2 & 3 applicants)

UNDP • Panama City, FL

1d • Onsite

About The Position

The UNDP Regional Hub for Latin America and the Caribbean is based in Panama and serves 25 country offices, offering regional policy and advisory support. The Regional Hub is strengthening its internal capacities through an enhanced recruitment approach to respond to the needs and priorities of the region, providing timely, cost-effective, integrated, and dynamic solutions for service delivery. The Executive Associate ensures the effective and efficient functioning of the Hub Manager's office, maintaining confidentiality, protocol procedures, and managing information flow. They promote a collaborative, client-focused, and results-oriented approach. The role involves close collaboration with various stakeholders to ensure efficient information flow and follow-through on actions. UNDP adopts a portfolio approach, expecting personnel to work across multidisciplinary teams for horizontal collaboration.

Requirements

• Secondary Education is required with specialized secretarial training.
• Minimum of 6 years of relevant progressively responsible secretarial, administrative, and/or programme experience (with high school diploma) or 3 years (with bachelor’s degree) of experience at the national and international level.
• Experience in the use of computers, office software packages (MS Word, Excel, etc), and in handling web-based management systems such as ERP.
• Fluency in English and Spanish is required.

Nice To Haves

• A university degree in Social Sciences, Management, Business Administration, Public Administration, Finance or equivalent will be given due consideration.
• Experience in preparing notes, memos, narrative reports and general correspondence is highly desirable.
• Familiarity with UNDP or UN System operations, international organizations, or diplomatic missions is an advantage.
• Experience in the organization of events is an asset.
• Experience in protocol procedures, attending to high-ranking official’s agenda is highly desirable.
• Working experience in front office management and executive support positions is highly desirable.
• Experience in customer service is an asset.

Responsibilities

• Ensure effective and efficient functioning of the Hub Manager's office, including managing the supervisor's calendar, arranging appointments, taking minutes, and preparing briefing materials.
• Maintain protocol procedures, profiles, rosters, and telephone lists of high-level partners.
• Manage Hub Manager missions and representation schedule.
• Prepare correspondence and follow up on actions.
• Provide effective communications support to facilitate information flow, including maintaining filing systems and coordinating information flow within the office.
• Follow up on deadlines, commitments, and actions taken, and coordinate report submissions.
• Screen incoming calls and correspondence.
• Provide advice on national protocols and UN related procedures.
• Facilitate knowledge building and management in the Regional Hub by contributing to knowledge networks and organizing training.

What This Job Offers

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