Executive Associate to RR [Open to internal and external applicants]

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

UNDP’s decades-long partnership with Egypt has fostered a diverse portfolio of support across the economic, social, and environmental sectors. The current strategy builds on this strong foundation, aligning with Egypt Vision 2030 to advance a green, inclusive, and resilient development pathway driven by innovation and collaboration.

As a strategic partner, UNDP Egypt plays a central role in accelerating progress toward the SDGs, with three pillars of support: Inclusive Growth and Digital Transformation, Governance, Social Inclusion, and Gender; and Climate and Nature. Drawing on global expertise and grounded in local experience, the Country Office works closely with partners on policy advisory and programmatic support, and bringing stakeholders together across the spectrum including government, private sector, academia and CSOs to address complex challenges and take advantage of opportunities.

To remain agile within a rapidly changing development landscape, UNDP Egypt is implementing an organizational change process that aims to transition to a structure and financially viable business model that is more effectively and efficiently able to deliver on evolving national priorities.

It is guided by four core principles:

• Retaining key capacities while investing in new expertise
• Strengthening and integrating quality assurance and programme finance
• Standardization and optimization across the teams / functions
• Financial sustainability of core structure - with flexibility for expansion / contraction

Position Purpose

Under the guidance and direct supervision of UNDP Resident Representative (RR) in Egypt, the Executive Associate ensures effective and efficient functioning of the Resident Representative’s office, management of information flow and follow-up on deadlines and commitments made, maintenance of protocol procedures and full confidentiality in all aspects of assignments.

When needed, the Executive Associate also coordinates the secretarial and clerical staff of the office. The Executive Associate works in close collaboration and on a daily basis with UNDP Programme, and Operations teams, UN Agencies, International Organizations, Egyptian institutions to ensure efficient flow of information, actions on instructions and agendas.

Duties and Responsibilities

1.Ensures effective and efficient functioning of the Resident Representative’s office focusing on achievement of the following results:

• Maintenance of the Resident Representative’s calendar, contacts with high-ranking officials and visitors, arrangement of appointments and meetings
• Management and facilitation of RR missions and representation schedule. Accompany RR in events and missions and ensure smooth logistics and protocol.
• Support and facilitation for organization of meetings and events, both internal and external as needed (such as Board meetings, committees, team meetings, etc.)
• Follow up on external deadlines, commitments made, ensuring actions and decisions are anticipated with adapted prioritization and sufficient preparation and information.
• Building and maintaining a network of contacts with counterparts at Ministries, Embassies, international organizations and UN agencies, and facilitation of work with them.
• Assembling high-quality briefing material for RR and visitors for appointments, meetings, and missions.
• Interpretation between Arabic and English when required taking notes and preparing minutes of meetings
• Maintenance of rosters of high-level partners and contact lists.
• Preparation of correspondence, directives, comments on behalf of RR for signature and follow-up when required.
• Use of automated office management system for effective functioning of the RR Office.

2. Ensures provision of effective communications and administrative support to the office focusing on achievement of the following results:

• Coordination of the information flow in the office and dissemination of corporate and interoffice communication to staff as required.
• Facilitation of information sharing with and between Programme and Operations Teams.
• Follow up on internal deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Resident Representative.
• Screening and dispatching of all calls and correspondences incoming to the Resident Representative office and provide informal translations of short texts when needed.
• Maintenance of electronic and hardcopy filing system, ensuring safekeeping of confidential material.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the Resident Representative’s office and UNDP country office units.
• Support to organization of advocacy and other CO events, as required

3. Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• Sound contributions to knowledge networks and communities of practice.
• Support to maintenance of Teams’ status reports, best practices, lessons learned, publishing on Programme intranet and other media sites.
• Organizations of specialized trainings for 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 organisation.

Supervisory/Managerial Responsibilities: Executive Assistant – G5

Competencies

Core :

Achieve Results:

LEVEL 2: Scale up solutions and simplifies processes, balances speed and accuracy in doing work

Think Innovatively:

LEVEL 2: Offer new ideas/open to new approaches, demonstrate systemic/integrated thinking

Learn Continuously

LEVEL 2: Go outside comfort zone, learn from others and support their learning

Adapt with Agility

LEVEL 2: Adapt processes/approaches to new situations, involve others in change process Act with Determination LEVEL 2: Able to persevere and deal with multiple sources of pressure simultaneously

Engage and Partner

LEVEL 2: Is facilitator/integrator, bring people together, build/maintain coalitions/partnerships

Enable Diversity and Inclusion

LEVEL 2: Facilitate conversations to bridge differences, considers in decision making

Cross-Functional & Technical competencies:

Thematic Area Name Definition Business Direction & Strategy Business Acumen

• Ability to understand and deal with a business situation in a manner that is likely to lead to a good outcome.
• Knowledge and understanding of the operational frameworks in the organization and ability to make good judgments and quick decisions within such frameworks. Knowledge and understanding of the operational frameworks in the organization