Executive Associate - GS6

Tiered Approach

In line with the commitment to safeguard capacity and support personnel already in the Organization, a majority of UNDP UNCDF/UNV vacancies are advertised using a tiered application process whereby:

• Tier 0: UNDP/UNCDF/UNV IP staff holding permanent (PA) and fixed-term (FTA) appointments, whose posts will be abolished, or contracts will be terminated or not renewed during 2026.
• Tier 1: Other UNDP/UNCDF/UNV staff holding permanent (PA) and fixed-term (FTA) appointments
• Tier 2: UNDP/UNCDF/UNV staff holding temporary appointments (TA), personnel on regular PSA contracts, and Expert and Specialist UN Volunteers
• Tier 3 or no tier indicated: All other contract types from UNDP/UNCDF/UNV and other agencies, and other external candidates

Please make note of the Tier(s) indicated in the vacancy title, if any, and ensure that you satisfy the eligibility to apply.

Background

The United Nations Development Program (UNDP) supports the strengthening of national and subnational capacities in Bolivia and promotes the achievement of the Sustainable Development Goals (SDG), human rights and gender equality through technical assistance to achieve sustainable human development by closing gaps and ensuring that no one is left behind. UNDP forges alliances with all levels of society to help build nations that can withstand crises whilst also supporting and sustaining growth that improves the quality of life of everyone. Present on the ground in some 170 countries and territories, it is at the service of people and nations, offering a global perspective and local knowledge.

UNDP Bolivia seeks to promote environmental sustainability and establish it as a basis on which to build strategies to fight poverty, reduce the vulnerability of the population and support the development of central activities within the Bolivian national economy.

Under the guidance and direct supervision of the Resident Representative, the Executive Associate ensures effective and efficient functioning of the RR’s and DRR´s office, displaying full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The Executive Associate works in a multitasking environment using sound judgment, tact, sensitivity and confidentiality.

The Executive Associate works in close collaboration with CO staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, and organized agendas.

Position Purpose

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Associate ensures effective and efficient functioning of the RR’s office, full confidentiality in all aspects of assignments, maintenance of protocol procedures, and management of information flow and follow-up on deadlines and commitments made. The Executive Associate promotes a collaborative, client-focused, high quality and results-oriented approach in the operations of the RR’s office.

The Executive Associate to the RR works in close collaboration with UNDP staff, UN Agencies, national authorities, international organizations, and other stakeholders and external entities to ensure efficient flow of information and follow through on actions, instructions, commitments and agendas.

UNDP adopts a portfolio approach to accommodate changing business needs and leverage linkages across interventions to achieve its strategic goals. Therefore, UNDP personnel are expected to work across units, functions, teams, and projects in multidisciplinary teams in order to enhance and enable horizontal collaboration.

Duties and Responsibilities

1) Ensure effective and efficient functioning of the Resident Representative (RR) office and Deputy Resident Representative´s (DRR) office

• Maintain the RR and DRR’s calendar and contacts with high-ranking visitors, arrange appointments and meetings, take minutes, act as an interpreter, and/or prepare informal translations when required.
• Maintain protocol procedures as well as profiles, rosters and telephone lists of high-level partners and contacts.
• Compile research and prepare high quality briefing materials for RR and DRR for appointments, meetings, missions, and for use in discussions.
• Organization of high-level missions’ agenda, accommodations, and transportation.
• Manage Resident Representative missions and representation schedule.
• Prepare correspondence, directives, and comments on behalf of RR for his/her signature and follow-up when required.
• Organization of regular and ad-hoc meetings; tracking progress on planned issues; follow-up with focal points.
• Screening of all incoming communications (letters and email), filter outgoing correspondence for supervisor’s signature, clearance and further action by other staff; wherever possible.
• Adherence to appropriate protocol and correspondence guidelines by CO team when communicating with Government and other external partners.
• Use of automated office management system.

2) Provide effective communications support to the office to facilitate essential flow of information.

• Maintain paper and electronic filing systems to ensure safekeeping of confidential materials and accessibility of documents.
• Coordinate information flow in the office, and follow up on circulation files.
• Facilitation of information sharing with Programme and Operations Teams.
• Facilitate information sharing between the RR’s Office, UN Country Team, and the UN Coordination Unit.
• Follow up on deadlines, commitments made, and actions taken; and coordinate the collection and submission of reports to the RR.
• Screen all incoming calls and correspondence.
• Provide advice to senior officials on national protocols and UN related procedures.
• Draft routine correspondence, letters, interoffice circulars, translations when required.
• Administration of travel, meetings, appointments and briefings of Resident Representative and Deputy Resident Representative. Process travel payments and DSA in Quantum.
• Administration of the RR´s incoming missions, process tickets and DSA for visitors in Atlas as requested.
• Close coordination with office Drivers to ensure appropriate transportation for RR’s and DRR´s meetings.
• Preparation of proposals to eliminate bottlenecks in office communications and update and improve the existing processes between the office of the RR and DRR and the rest of the units or areas.
• Event planning and support to organization of advocacy events as required.

3) Facilitate knowledge building and management in the Country Office.

• Provide sound contributions to knowledge networks and communities of practice.
• Organize specialized training for secretarial and/or support staff.
• Organize training for UN Staff on coordination, administration and protocol issues.

The incumbent performs other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization

Supervisory/Managerial Responsibilities: None

Competencies

Core Competencies

Achieve Results LEVEL 1: Plans and monitors own work, pays attention to details, delivers quality work by deadline. Think Innovatively LEVEL 1: Open to creative ideas/known risks, is pragmatic problem solver, makes improvements. Learn Continuously LEVEL 1: Open minded and curious, shares knowledge, learns from mistakes, asks for feedback. Adapt with Agility LEVEL 1: Adapts to change, constructively handles ambiguity/uncertainty, is flexible. Act with Determination LEVEL 1: Shows drive and motivation, able to deliver calmly in face of adversity, confident Engage and Partner LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships. Enable Diversity and Inclusion LEVEL 1: Appreciates/respects differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical competencies

Thematic Area Name Definition Administration & Operations Documents and recordsmanagement

• Overall document (hard or electronic) management; registry and retention policy including storing and archiving
  Administration & Operations
  Events management (including retreats, trainings and meetings)
  • Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
    Business Management
    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