Mission and objectives

The Bureau of External Relations and Advocacy (BERA) is responsible for positioning UNDP as the world’s leading global development agency, promoting its global authority and thought leadership on sustainable development and the interconnected issues of poverty, inequality, and climate change. BERA leads and supports UNDP in building and nurturing strategic relationships and alliances essential to achieving its mission. Creating strong political and financial backing for UNDP by providing partners and supporters with a clear understanding of what UNDP does and how our mission, capabilities and flagship services relate to them. The Bureau leads UNDP’s work on innovative and diversified partnerships and ways of financing the Decade of Action to achieve the Sustainable Development Goals. It is also responsible for global campaigns on critical development issues, which aim to inform government policies and build partnerships around high-impact solutions. BERA coordinates and sets corporate standards across the functions of partnerships, marketing and communications within UNDP and leads on internal communications.

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.

Competencies and values

Corporate Competencies: • Core Values and Ethics; • Demonstrates integrity and ethical standards; • Demonstrates the ability to remain objective, neutral and independent vis-à-vis all parties involved; • Demonstrates commitment to UNDP’s mission, vision and values by supporting corporate goals; • Complies with UNDP’s rules, regulations and code of conduct; • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Functional Competencies: • Proficiency in the use of office IT applications – specifically Excel, MSWord, PowerPoint, Outlook, Internet Explorer functions; • Experience of working in or with an EU institution is an advantage; • Knowledge or experience of working in a UN organisation or other international organisations would be considered an asset; • Excellent writing and communication skills in English; • Ability to plan, organize, implement and report on accomplished tasks; • Ability to review a variety of data (numbers, infographics), identify patterns and problems, solution-orientation; • Ability to work under pressure and meet strict deadlines; • Attention to details; • Ability to work in an international and multicultural environment.

Living conditions and remarks

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

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements