UNDP-IICPSD is looking for an EXECUTIVE ASSISTANT

IICPSD- EXECUTIVE ASSISTANT
Location :	Istanbul, TURKEY
Application Deadline :	10-Nov-14
Type of Contract :	Service Contract
Post Level :	SB-2
Languages Required :	English
Starting Date : (date when the selected candidate is expected to start)	17-Nov-2014
Duration of Initial Contract :	12 Months
Expected Duration of Assignment :	12 Months (with a possibility of extension)
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Background

UNDP recognizes that achieving the Millennium Development Goals (MDGs) depends on vibrant economic growth driven by markets and private enterprises that create jobs, provide goods and services for the poor and generate tax revenues to finance essential social and economic infrastructure. The private sector - from large multi-national companies to small enterprises and cooperatives - also has an essential role to play in achieving broader UNDP goals in areas such as energy and environmental service delivery, crisis prevention, gender equality and democratic governance.  UNDP also has a number of global programmes that are implemented at the national level with guidance and technical support from the private sector leadership at headquarters. These programmes are: Inclusive Markets Development, Growing Inclusive Markets, and Business Call to Action.  In March 2011, the UNDP Administrator inaugurated the UNDP Istanbul International Centre for Private Sector in Development (IICPSD), established in partnership with the Government of Turkey. The Centre’s efforts build upon the work of UNDP’s BERA’s former Private Sector Division (now Innovation and Development Alliances Cluster) in contributing to the MDGs by focusing on the following objectives: Support the development of inclusive and competitive markets and inclusive business models that engage poor people into value chains as producers, employees, consumers and entrepreneurs, with the end goal of poverty alleviation; Foster private sector engagement and advocacy with for example, the UN system for achievement of MDG targets (especially on focus sectors like health, agriculture, education, housing and water and themes like youth, gender, environment) and other internationally agreed development goals (e.g. climate change); Become a center of excellence in terms of capacity development activities that harness Trilateral Development Cooperation and South-South partnerships, and promotes skill-building, access to enterprise-related finance, entrepreneurship and assistance to enabling actors; Convene business and supporting actors to expand dialogue and create actionable partnerships between themselves, in support of a development agenda. These objectives will be achieved through research, advocacy, public-private dialogues, knowledge development and management, MDGs-based partnerships, capacity building and training. The Centre acts as a Southern-based International Centre of Excellence and has a global mandate in terms of its focus, work, collaboration and outreach. The IICPSD thematic priority areas include: Leveraging the role of the private sector in vocational training and skills development; Procurement leveraging and local content building; Impact investment; and Inclusive business models. The UNDP IICPSD held its second Executive Council (EC) meeting in February, 2014, to review the status of the center’s activity and approve the work plan for the coming year. The EC made a series of decisions with the aim to improve the performance of the Center and its alignment with global UNDP goals and objectives. Therefore, the IICPSD searching for additional support to promote a good working ambiance while delivering effective results that enhance the visibility of the office. This post integrates the traditional executive assistance and support for decision-making information to senior management. Under the supervision of the Center’s Director/D. Director, the Executive/Information Associate ensures effective and efficient functioning of the office, supports Senior Management in carrying out the Center’s objectives, full confidentiality in all aspects of assignments, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made while coordinating and actively participating in the promotion of UNDP values ??and activities promoting the role of the private sector in development. She/he may be asked to supervise temporary secretarial staff of the office, work in close collaboration with UNDP staff, UN Agencies, and national authorities to ensure efficient flow of information, actions on instructions, agendas etc. The incumbent will work in close collaboration with Program Analysts, UNDP Turkey country office, staff of other UN Agencies, UNDP HQs staff, Government officials, media, multilateral organizations, private sector partners, academic institutions, and civil society organizations to efficiently assist the senior management.

Duties and Responsibilities

1. Provide administrative and logistical support to senior management: Maintenance of the supervisors’ calendar, contacts with high-ranking visitors,   arrangement of appointments and meetings, acting as an interpreter when required and/or taking minutes. Maintenance of protocol procedures. Preparation of high quality briefing materials for supervisors’ appointments, meetings, missions. Preparation of informal translations. Management of Senior Management missions and representation schedule. Maintenance of rosters of high-level partners, telephone lists. Preparation of correspondence, directives, and comments on behalf of senior management for their signature and following-up as well as other administrative supporting documents regarding travels, etc when required. 2. Ensure effective and efficient implementation of communication and operational strategies: Support in the development of communication materials including briefing materials and press releases in coordination with the supervisor. Logistical support in the organization of roundtable discussions, press conferences, briefing sessions, interviews for national and international events for the IICPSD office. Review of reference materials and identification of reference materials for retention. Contribute to the development of  promotional material and provide editorial support for the publication of special documents. Support the organization of national and international events. 3. Provide coordination support: Compile, analyze, and synthesize information for senior management. Drafting and revise executive documents and work plan development. Support the development of knowledge management products (methodologies, reports, briefs, etc.) on the four thematic areas. Time-frame of work The work will be undertaken during a period of 12 months. If there will be a need, the contract will be extended for an additional period of one year in each contract expiration period upon satisfactory performance and availability of funds. Initial Contract Start Date:  17 November 2014           Initial Contract Completion Date: 16 November 2015  Place of Work The work shall be carried out in Istanbul, Turkey. The incumbent might be expected to undertake travel related to this assignment. All the costs related to official travel, payment of travel costs including tickets, lodging and terminal expenses will be covered by the IICPSD.  Reporting The Executive Associate will work under the direct supervision of the UNDP IICPSD Director/Deputy Director and also provide information and support as needed to the all UNDP IICPSD and Private Sector Team. S/he will be responsible of producing all necessary outputs required by the UNDP IICPSD Director/Deputy Director and other senior staff of IICPSD and Private Sector Team. S/he will maintain high standards of service delivery, including adherence to deadline, quick response time, accuracy and completeness of information, sensitivity to client

Competencies

Functional Competencies:                   Advocacy/Advancing a Policy-Oriented Agenda       Level 1.1: Support the preparation of information for advocacy Identifies relevant information for advocacy for a variety of audiences Makes research of contacts in the media, government, private sector, donors, other agencies, civil society and other stakeholders for UNDP’s advocacy efforts   Building Strategic Partnerships        Level 1.1: Maintaining information and databases Analyzes general information and selects materials in support of partnership building initiatives Maintains databases of counterparts, cooperation partners and donor information  Promoting Organizational Learning and Knowledge Sharing          Level 1.1: Basic research and analysis Researches best practices and poses new, more effective ways of doing things Documents innovative strategies and new approaches Identifies and communicates opportunities to promote learning and knowledge sharing  Job Knowledge/Technical Expertise            Level 1.1: Fundamental knowledge of processes, methods and procedures Understands the main processes and methods of work regarding the position Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks Identifies new and better approaches to work processes and incorporates same in own work Strives to keep job knowledge up-to-date through self-directed study and other means of learning Demonstrates good knowledge of information technology and applies it in work assignments  Creating Visibility for UNDP/Supporting UNDP’s Capacity to Advocate            Level 1.1: Research and information gathering Disseminate information and materials on UNDP’s development/humanitarian activities Collects, and disseminates information on UNDP focus areas Global Leadership and Advocacy for UNDP’s Goals             Level 1.1: Research and analysis Identifies relevant information for advocacy for UNDP’s goals for a variety of audiences Maintains a network of contacts in the media and civil society, for use in UNDP’s advocacy efforts Conceptual Innovation in the Provision of Technical Expertise       Level 1.1: Research and provision of information Documents and tracks innovative strategies/best practices/new approaches Tracks bottlenecks, problems and issues, and proposes solutions Responds positively to new approaches  Client Orientation        Level 1.1: Maintains effective client relationships Reports to internal and external clients in a timely and appropriate fashion Organizes and prioritizes work schedule to meet client needs and deadlines Establishes, builds and sustains effective relationships within the work unit and with national and international media and internal and external clients Responds to client needs promptly  Core Competencies: Demonstrating/safeguarding ethics and integrity Demonstrate corporate knowledge and sound judgment Self-development, initiative-taking Acting as a team player and facilitating team work Facilitating and encouraging open communication in the team, communicating effectively Managing conflict Learning and sharing knowledge and encourage the learning of others.

Required Skills and Experience

Required Qualifications, Skills and Experience University degree Minimum 3 years of relevant administrative experience at the executive level. Experience in the usage of computers and office software packages (MS Word, Excel, etc.). Excellent communication skills. Basic knowledge and understanding of the mandate and work of UNDP and UN in the country and the world. Experience in organization of events, conferences etc Knowledge of the UN system would be an asset Proficiency in English Fluency in Turkish Notes: Internships (paid/unpaid) are not considered professional experience.  Obligatory military service is not considered professional experience.  Experience gained prior to completion of undergraduate studies is not considered professional experience. Services and Facilities Provided by UNDP and SPO UNDP IICPSD in Istanbul shall provide the EA with an office space, access to the Internet and a local telephone line in Istanbul. Payment The consultant shall be paid in TL on a monthly basis. The amount to be paid to EA shall be gross and inclusive of all associated costs such as social security, pension and income tax etc. The Non UN Salary Scale for the position is: SB 2.  Evaluation Applicants meeting the minimum qualifications listed in the Terms of Reference will be short-listed and called for an interview.  Application Information Interested candidates should submit the following application documents: A cover letter stating an expression of interest with a possible starting date for the entire duration of the contract; Most updated CV; Proof of his/her recent work in the relevant area (web links, summary of produced reports, etc) along with at least three professional references who can confirm or familiar with your work; Women candidates are encouraged to apply.  Applicants should submit their CVs and the UN Personal History Form  as a single document through; http://jobs.undp.org/ or http://www.tr.undp.org/content/turkey/en/home/operations/jobs/  no later than 07 November 2014. HARD-COPY APPLICATIONS WILL NOT BE ACCEPTED FAX APPLICATIONS WILL NOT BE ACCEPTED E-MAIL APPLICATIONS TO UNDP STAFF WILL NOT BE ACCPETED

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

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