Job Description

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 is the knowledge frontier organization for sustainable development in the UN Development System and serves as the integrator for collective action to realize the Sustainable Development Goals (SDGs). UNDP’s policy work carried out at HQ, Regional and Country Office levels, forms a contiguous spectrum of deep local knowledge to cutting-edge global perspectives and advocacy.

The Bureau for Policy and Programme Support (BPPS) has the responsibility for developing all relevant policy and guidance to support the results of UNDP’s Strategic Plan. BPPS’s staff provides technical advice to Country Offices; advocates for UNDP corporate messages, represents UNDP at multi-stakeholder fora including public-private dialogues, government and civil society dialogues, South-South and Triangular cooperation initiatives, and engages in UN inter-agency coordination in specific thematic areas. BPPS assists UNDP and partners to achieve higher quality development results through an integrated approach that links results-based management and performance monitoring with more effective and new ways of working. BPPS supports UNDP and partners to be more innovative, knowledge and data driven including in its programme support efforts in close coordination and thematic synergy with the Crisis Bureau (CB).

The Front Office of BPPS is responsible for the smooth and seamless management of the substantive flow of information to and from BPPS, coordinating effective internal communications with BPPS teams, other Bureaus, the UNDP Executive Office, as well as communications with external partners. The Front Office plans and coordinates the BPPS Director and BPPS Deputy Director’s internal and external interactions and interventions based on priorities and agendas, in close collaboration with technical teams and other Bureaus as needed, ensuring the Director and Deputy Director’s successful provision of political leadership, strategic guidance, and managerial as well as programmatic priorities in full compliance with UNDP’s mandate.

With the opening of a new UNDP office in Madrid, where the BPPS Deputy Director and a number of BPPS teams will be relocating in the course of 2026, the Executive Associate will play a key role in supporting the establishment and smooth running of the new office, and its efficient interactions with the two other main BPPS locations (New York and Bonn).

Position Purpose:

Under the direct supervision of the BPPS Deputy Director and in coordination with their Special Assistant, the Executive Associate ensures that the Deputy Director receives the immediate administrative and operational support needed to execute their managerial functions. The incumbent works closely with both the Special Assistant and the Executive Associate of the Assistant Administrator and Director of BPPS, to strengthen coordination and complementarities in the Office of the Director and contribute toward the overall operations of the Front Office.

As one of the first points of contact with the Bureau for senior UNDP/UN staff and the full range of representatives of UNDP’s constituencies, the Executive Associate must deal with a heavy volume of requests and a wide range of highly sensitive matters under heavy time pressure.

Given the demands of protocol and interaction, often at high levels, the Executive Associate is required to perform the role with a calm demeanor under stressful circumstances, demonstrating efficiency and effectiveness in personal communication, knowledge of protocol, discretion and independent judgment, motivation and proactive attitude.

The key functions of the Executive Associate are to ensure:

• Effective and efficient functioning of the office of the Deputy Director of BPPS;
• Effective communications support to the office of the Deputy Director of BPPS;
• Support for effective relationship management by BPPS Directorate;
• Support the establishment and management of the new UNDP Office in Madrid

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. Ensures effective and efficient functioning of the office of the Deputy Director, focusing on the achievement of the following results:

• Coordination and maintenance of calendar of meetings and activities of the Deputy Director, including organizing meetings, confirming the Deputy Director’s participation in senior and high-level meetings and events, drafting replies to invitations and meetings and implementing protocol procedures;
• Management of the Deputy Director’s missions and representation schedule, including travel arrangements, communications with meeting organizers/country offices on logistics; itinerary, travel requests in Quantum, follow-up on authorization, clearances, visas, accommodation, and tickets necessary for travel;
• Ensuring compliance with respect to administrative procedures, rules, regulations and systems,;
• Use of automated office management systems for effective functioning of the Deputy Director’s office; maintenance of contact lists and rosters of high-level partners;
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Deputy Director;
• Finance/accounts management support (i.e. processing payment requests, requisitions and claims pertaining to travels and retreats/ events) to the Deputy Director and Directorate;
• Support daily management of requests for reviews, approvals and clearances by the Deputy Director via email and DocuSign;
• Coverage and backstopping for the Executive Associate to the Director during peak times and absences

1. Ensures effective communications support to the office of the Deputy Director of BPPS, focusing on achievement of the following results:

• Effective monitoring and screening of correspondence arriving in and/or leaving the Deputy Director’s office. Review of incoming correspondence for the Deputy Director’s attention and prioritizing of documents according to action required; review, proofreading, and editing of all correspondence for proper clearance prior to the Deputy Director’s signature;
• Presentation of proposals to the Deputy Director and/or Special Assistant to streamline office procedures between the BPPS front office and other Headquarters units;
• Drafting and preparation of correspondence, directives, comments on behalf of the Deputy Director for their signature and ensuring follow-up as needed;; and
• Appropriate filing, including through automated filing systems, and ensuring safekeeping of confidential materials.
• Acts as secretary to meetings as requested by the Deputy Director, including drafting minutes, follow-ups, and reporting;
• Supports liaison with local counterparts in Spain, including the front offices of local/ federal Ministry officials and other UN agencies.

1. Supports effective relationship management by BPPS front office, focusing on achievement of the following results:

• Collaborate with the Special Assistant to the Deputy Director and broader BPPS front office in facilitating the Deputy Director’s interactions (in sensitive, political, diplomatic, and other instances) with various external partners of BPPS, such as ambassadors, donor country delegations, parliamentarians and high-level senior officials, as well as the Administrator and his office;
• Assist the Special Assistant to the Deputy Director in the research, obtaining and analysis of background materials for the preparation of presentations, talking points, briefings, meetings, official missions and appointments;
• Assist in the preparation of public information materials and folders, as requested;
• Support the organization of BPPS events such as townhalls, retreats or workshops, both at Headquarters and off-site; management of procurement of services, logistics, travel, visa, etc.
• Process the Deputy Director’s travel requests and post-travel functions in UNAll, in line with UNDP POPP, including calculation of DSA entitlements and claims and ensuring the timely settlement of claims.
• Process the Deputy Director’s travel fares in coordination with the local travel service (e.g. AMEX) in advance of missions.

1. Supports the establishment and smooth running of the new UNDP office in Madrid, in collaboration with the BMS focal point in Madrid, focusing on achievement of the following results:

• Office management, including coordinating with BMS for the necessary inventory of the Deputy Director’s office supplies and IT needs, and ensuring the readiness or usability of office/ meeting/ event spaces (e.g. good connection of video conferencing equipment for hybrid meetings);
• Orientation for BPPS colleagues relocating to Madrid in collaboration with the BMS focal point in Madrid, including advising on necessary local registrations (e.g. to obtain the TIE [foreign ID card]), support for obtainment of UN Grounds Pass, and office security registrations;
• Act as liaison with New York and Bonn BPPS offices in order to optimize the new configuration of BPPS across three main offices;
• Act as point of contact to prepare visits from UNDP leadership, including coordinating with Headquarters on the visit programme, facilitating the necessary travel documents for visas, support to secure UN Grounds Pass where needed, and liaising with counterparts/ Ministries in Spain on logistics and the needful security protocols.
• Acts as logistics coordinator for events involving the Madrid office staff and/or premises (e.g. preparation for official meetings or events hosted in the Madrid office, procurement of services or meeting supplies etc.).

1. Facilitate knowledge building and management.

• Provide sound contributions to knowledge networks and communities of practice.
• Organize specialized training as required.

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

• 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 a pragmatic problem solver, and 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 the face of adversity, confident
• Engage and Partner: LEVEL 1: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: LEVEL 1: Appreciate/respect differences, aware of unconscious bias, confronts discrimination

Cross-Functional & Technical Competencies:

• Administration & Operations-Travel Policy and Procedures: Knowledge of travel policy and procedures; ability to interpret travel policy, the Staff Rules, administrative circulars, and financial regulations and rules on travel-related matters.
• Administration & Operations-Events management (including retreats, trainings & meetings): Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, and cash disbursements, etc.
• Administration & Operations-UN Travel Documents: Knowledge of the ERP regulatory frameworks and processes related to UN Travel and Expense Module Documents; ability to facilitate the issuance of UN travel documents for UNDP and provide help desk support to UNDP and other UN agencies; processing of visas, and ensuring oversight and endorsement
• Administration & Operations-Off-boarding of personnel: Knowledge of policy and procedures on administrative on- and off-boarding, including necessary clearance forms for returning office equipment, office ID, UNLP, cancellation of visa issued by host country, deletion of office email and Argus profile
• Administration & Operations-Utilization of Corporate Credit Card: Ability to ensure proper use of corporate credit card for official use; knowledge of relevant policy and procedures
• Procurement -Procurement Management: The ability to acquire goods, services or works from an outside external source
• Business Direction & Strategy-Systems Thinking: Ability to use objective problem analysis and judgement to understand how interrelated elements coexist within an overall process or system, and to consider how altering one element can impact on other parts of the system.

Required Skills and Experience

Education:

• Secondary Education is required with specialized secretarial training.

OR

A University degree (bachelor’s degree) in Business or Public Administration, Economics, Political or Social Sciences will be given due consideration, but is not a requirement.

Experience:

• Minimum 7 years (with secondary education) or 4 years (with bachelor´s degree) of progressively responsible administrative or programme experience is required at the national and/or international level.
• Experience using IT software packages (MS Word, Excel, etc.) and spreadsheet and database packages is required.
• Experience in handling web-based management and using ERP systems (i.e., Quantum) systems is required.
• Experience in logistics for workshops, travel arrangements, and office management is required.
• Experience conducting targeted research, analysis, and synthesis to support senior‑level decision‑making is desirable.
• Experience supporting senior leadership in a front office or similarly fast‑paced environment is desirable.
• Familiarity with the host country’s national administrative rules and processes, especially with regard to visas, travel, protocol, and other procedures that impact the Office of the Deputy Director, is an asset.
• Demonstrated experience in liaison, coordination, or maintaining professional relations with government officials, international organizations, NGOs, and/or external partners is highly desirable

Language:

• Fluency in English and Spanish is required.
• Working knowledge of other UN official languages is an asset.

Equal opportunity

As an equal opportunity employer, UNDP values diversity as an expression of the multiplicity of nations and cultures where we operate and, as such, we encourage qualified applicants from all backgrounds to apply for roles in the organization. Our employment decisions are based on merit and suitability for the role, without discrimination.

UNDP is also committed to creating an inclusive workplace where all personnel are empowered to contribute to our mission, are valued, can thrive, and benefit from career opportunities that are open to all.

Sexual harassment, exploitation, and abuse of authority

UNDP does not tolerate harassment, sexual harassment, exploitation, discrimination, and abuse of authority. All selected candidates, therefore, undergo relevant checks and are expected to adhere to the respective standards and principles.

Probation

For all new UNDP fixed-term appointments (FTA), including for staff members being transferred or seconded to UNDP under the Inter-Organization Agreement concerning Transfer, Secondment or Loan of Staff, on an appointment of more than one year, continuation of the appointment beyond the initial 12 months is contingent upon the successful completion of a probationary period.

Right to select multiple candidates

UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Use of AI by candidates

Applicants are invited to read UNDP’s guidance for candidates on using AI responsibly in UNDP recruitment and selection

Scam alert

UNDP does not charge a fee at any stage of its recruitment process. For further information, please see www.undp.org/scam-alert.

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