Deputy Chief of Staff, Executive Office

The function of the Executive Office is to provide the support services needed to enable the Administrator and the Associate Administrator to effectively perform their leadership roles. The Chief of Staff is the Director of the Executive Office. The Deputy Director is responsible for the day to day operation of the executive Office, including all administrative matters. The Deputy Director works with the Director to ensure the smooth running of the Executive Office and the provision of timely and quality briefings to the Administrator and Associate Administrator as required. The deputy director is also specifically responsible for the effective management of both the Administrator’s and Associate Administrator’s daily diaries and long term calendars.

Duties and Responsibilities

Under the overall supervision of the Director, the Deputy Director interacts daily with the senior-most staff of UNDP including the Administrator, the Associate Administrator, the Bureau Directors and Assistant-Secretary-Generals in order to elicit information required by the Administrator/ associate Administrator to make informed decisions. The Deputy Director must also liaise regularly with senior officials and offices of the UN system, including the Office of the Secretary-General, for the exchange of at-times sensitive information. Ensures that the Administrator/Associate Administrator receive relevant, accurate information on a timely basis to perform their leadership functions. Manage information flow to and from the Administrator/Associate Administrator, including email and correspondence; In conjunction with the Director, interact with UNDP Bureau Directors and senior officials of the UN system to ensure the Administrator is kept abreast of important developments affecting the work of UNDP; Approve all briefing notes prepared for the Administrator; Call the attention of the Administrator/Associate Administrator to challenges and problems, advise on solutions, handle delicate matters with discretion, make a follow up on decisions. Manage the Administrator/Associate Administrator’s daily diaries and long term calendars to ensure their time is able to be used efficiently and strategically. Manage meeting requests; Advise on overseas travel engagements and country visits; Manage the logistics for all diary commitments. Manage the day to day operations of the Executive Office Oversee the work of staff of the office of the Administrator Manage staff workloads and ensure appropriate staffing of all Administrator/Associate Administrator commitments Clear all correspondence to be signed by the Administrator/Associate Administrator Deputize for the Director as required. Accompany the Administrator on official travel as required.

Competencies

Building Strategic Partnerships Creates networks and promotes initiatives with partner organizations Promoting Organizational Learning and Knowledge Sharing Develops and/or participates in the development of policies and new approaches and participates in training of staff in their application throughout the organization Promotes UNDP as a learning/knowledge sharing organization Job Knowledge/Technical Expertise Possesses expert knowledge of advanced concepts in primary discipline, a broad knowledge of related disciplines, as well as an in-depth knowledge of relevant organizational policies and procedures Applies knowledge to support the unit/branch’s objectives and to further the mandate of UNDP Effective management style: applies a broad knowledge of best management practices; defines objectives and work flows, positions reporting relationships in such a way as to obtain optimum effectiveness for the unit/branch Keeps abreast of new developments in area of professional discipline and job knowledge and seeks to develop him/herself personally Strong analytical and information management skills: Demonstrates comprehensive knowledge of information technology and applies it in work assignments Good judgment and understanding of the basic policies and standards of UNDP: Demonstrates expert knowledge of the current programme guidelines and project management tools and manages the use of these regularly in work assignments Organizational Leadership and Direction Ability to appropriately manage many competing priorities: Actively contributes to the setting of organizational priorities in a consultative process Guides and coordinates the formulation and implementation of programme and/or management policies Promoting Organizational Change and Development Identifies problems central to the organization’s success, assesses their impact Provides change and development advice Strategic Alignment of Management Practice Anticipates and understands internal and external issues and opportunities that may impact the organization Design and Implementation of Management Systems Review systems performance to support rigorous development of systems standards and modes of operation Client Orientation Attention to detail to ensure that logistics work smoothly: Anticipates constraints in the delivery of services and identifies solutions or alternatives Ability and commitment to meeting tight deadlines: Proactively identifies, develops and discusses solutions for internal and external clients, and persuades management to undertake new projects or services Consults with clients and ensures their needs are represented in decision-making processes Promoting Accountability and Results-Based Management Promotes a culture of accountability in the organization Core Competencies: Promoting ethics and integrity, creating organizational precedents Building support and political acumen Building staff competence, creating an environment of creativity and innovation Building and promoting effective teams Communications clearly both in speaking and in writing: Creating and promoting enabling environment for open communication Creating an emotionally intelligent organization: Ability to work effectively in a stressful environment. Leveraging conflict in the interests of UNDP & setting standards Sharing knowledge across the organization and building a culture of knowledge sharing and learning Fair and transparent decision making; calculated risk-taking Demonstrated ability to work in an international multi-cultural environment

Required Skills and Experience

Education: Advanced University Degree in international relations, economics, political sciences, social sciences or related field Experience: At least 15 years experience in international organizations, national government or other relevant organizations with clear demonstration of high-level engagement on international political or development matters. Language: Fluency in English, with working knowledge of at least one other official UN language.

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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.

Deputy Chief of Staff, Executive Office