Executive Support Analyst

UNDP Malawi

Diversity, Equity and Inclusion are core principles at UNDP:  we value diversity as an expression of the multiplicity of nations and cultures where we operate, we foster inclusion as a way of ensuring all personnel are empowered to contribute to our mission, and we ensure equity and fairness in all our actions. Taking a ‘leave no one behind’ approach to our diversity efforts means increasing representation of underserved populations. People who identify as belonging to marginalized or excluded populations are strongly encouraged to apply. Learn more about working at UNDP including our values and inspiring stories.
UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
The UNDP Malawi Country Office looks for individuals who are self-starters and can promote a good working ambiance, while delivering effective results that enhance the visibility of the office.  Thus, members of the team are expected to be excellent team players, have the capacity to work well together, and step in and perform other functions when required to support the diverse needs of the Country Office (CO)

Under the guidance and direct supervision of the Resident Representative (RR), the Executive Support Analyst ensures timely and efficient support to the Resident Representative (RR) and the Deputy Resident Representative (DRR) including i) scheduling and front-office support; ii) support to the management oversight and approvals process; iii) coordination and quality assurance of inputs of documents submitted to the RR and corporate branding and iv) facilitation of UNDP representation.  The Executive Support Analyst also serves as the key liaison between the RR and UN Country Team (UNCT) members, the Resident Coordinator’s Office (RCO), programme and operations staff of the Agencies, as well as UNDP staff and government officials and donors. S/he promotes a client, quality, and results-oriented approach, working in close collaboration with the Operations, Programme, and project staff in the CO to exchange information and ensure consistent service delivery.

Under the leadership of the RR, s/he works in close collaboration with UNDP staff, UN Agencies, national authorities, and development partners. Within UNDP, s/he works closely with operations, programme, and project staff in the CO, as well as counterparts in the regional center (Addis-Ababa) and Headquarters (NY). S/he will maintain a close liaison with team members to assist in ensuring the coherence of work and activities. S/he acts as note taker to Senior Management Team meetings and meetings of the RR. S/he will work closely with Administration team to ensure efficient and effective delivery of services to the RR and DRR.

The Executive Support Analyst ensures full confidentiality in all aspects of the assignment and is also entrusted with the maintenance of original records of all signed agreements on cost-sharing, trust funds, and other relevant documentation. The Executive Support Analyst will backstop other colleagues in the Country Office during temporary absences or according to exigencies of service.

The Executive Support Analyst will serve as/be the new employees’ first contact and will present the corporate profile in addition to providing information on the organization’s background, values, clientele, services offered, staff, expected behavior and showing the how they are interconnected to (and interdependent on) everyone else in the CO. The Executive Support Analyst  will backstop other colleagues in the Country Office during temporary absences or according to exigencies of service.

Position Purpose:
The key results have an impact on the efficiency of the UNDP Front Office.  Accurate analysis and presentation of information strengthens the capacity of the front office and promotes the image of UN/UNDP as an effective contributor to the development of the country. Incumbent’s own initiative is decisive in results of work and timely finalization.
Duties and Responsibilities
Ensures effective and efficient functioning of the RR & DRR office, including substantive preparation and follow through, focusing on achievement of the following results:
  • Manages the daily schedule, mission planning and calendar of engagements for the Resident Representative (RR) and Deputy Resident Representative;
  • Coordination and oversight of high-quality briefing materials for RR appointments, meetings, missions;
  • Coordinates and supports drafting of rafts correspondence, notes-to-the-file, and coordinates/contributes to other routine documentation required by the RR and DRR(P&O);
  • Supports the coordination, and ensures the quality of inputs on correspondence, documents, reports and speaking notes some of which are confidential and ensures appropriate follow-up with the relevant programmatic and operational areas;
  • Maintenance of information on high-level partners, including tracking meetings, commitments and follow up actions;
  • Facilitates implementation of the requests, directives, and commitments of the RR and DRR, in coordination with relevant managers and teams within the CO;
  • Supports the organization of regular staff meetings and special events;
  • Facilitation of information sharing between UNCT and the UN Coordination Unit;
  • Follow up on deadlines, commitments made, actions taken and coordination efforts and submission of progress reports to RR and DRR.
Supports coordination of aspects of CO management, projects, and operations: 
  • Under the leadership of the RR, support the smooth functioning of the CO/programmes/ projects/ operations, consistent service delivery and constant evaluation and readjustment to consider changes in the operating environment as and when needed;
  • In consultation with DIAT, Governance, RSG, and Acc Lab, facilitate the consolidation of analysis and research of the political, social and economic situation in the country;
  • Promote and facilitate linkages with portfolio managers on programmatic and operational issues;
  • Facilitate the consolidation of proposals to streamline procedures between the various divisions of CO;

Provides effective support and contributes to the effective and professional management of the CO focusing on the achievement of the following results:

  • Serve as a focal point, coordinate logistics and support the coordination of inputs for substantive documentation for high-level headquarters missions and special events;
  • In close collaboration with the Communications Analyst, Partnership Analyst, and programme teams, consolidates inputs into speeches, briefs, background papers, etc. for substantive accuracy, completeness, and strategic messaging;
  • In close coordination with the Communications Specialist, oversees the roll-out and quality assurance of clear corporate branding of UNDP correspondence (e.g., letters, memos & other relevant corporate communication;
  • Work in close coordination with the RR and DRR in organizing key events;
  • Work in close collaboration with the Administration unit to ensure efficient and effective services to the RR and DRR offices;
  • Any other duties as delegated by supervisor.

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

  • Contribute to organizational excellence and effective knowledge management as well as the effective use of enabling technologies for innovation and learning in operations and programme management;
  •  Supports the dissemination and shaping of enabling policies, tools and mechanisms to facilitate organizational knowledge sharing and advancement;
  • Supports to the coordination of office support to process the orienting of new staff;
  • Provides contributions to knowledge networks and communities of practice.
Required Skills and Experience
  • Advanced university degree (Master’s degree or equivalent) in Business Administration, Marketing, Development Studies, International Relations.
  • A first-level university degree (bachelor’s degree) in a relevant field combination with an additional two years of qualifying experience will be given due consideration in lieu of the advanced university degree.
  • Up to 2 years (with master’s degree)  or 2 years (with bachelor’s degree) of relevant experience at the national or international level in business administration, development, communications, or advocacy is required;
  • Proven experience and skills in communication and event management is desirable;
  • Demonstrated experience in handling a wide range of time-sensitive administrative responsibilities desired;
  • Experience in the usage of computers and office software packages will be an added advantage;
  • Good knowledge, and experience in handling of web-based management systems desirable.

Language Requirements: 

  • Fluency in English and national language of the duty station is required;
  • Knowledge of other official language of the UN is desirable.

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