Executive Associate

The Executive Associate provides immediate administrative and operational support to the Deputy Director of BPPS, ensuring effective office functioning, communications support, relationship management, and support for the establishment of the new UNDP office in Madrid. The role involves managing schedules, travel, correspondence, and liaising with internal and external partners under high-pressure conditions.

Responsibilities

• Coordination and maintenance of calendar of meetings and activities of the Deputy Director, including organizing meetings, confirming participation, drafting replies, and implementing protocol procedures.
• Management of the Deputy Director’s missions and representation schedule, including travel arrangements and communications.
• Ensuring compliance with 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 reports to the Deputy Director.
• Finance/accounts management support including processing payment requests, requisitions and claims.
• 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.
• Effective monitoring and screening of correspondence arriving in and/or leaving the Deputy Director’s office; proofreading and editing correspondence.
• Drafting and preparation of correspondence, directives, comments on behalf of the Deputy Director for signature and ensuring follow-up.
• Appropriate filing and safekeeping of confidential materials.
• Acts as secretary to meetings including drafting minutes, follow-ups, and reporting.
• Supports liaison with local counterparts in Spain and other UN agencies.
• Collaborate with the Special Assistant to facilitate the Deputy Director’s interactions with external partners and senior officials.
• Assist in research, obtaining and analysis of background materials for presentations, briefings, meetings, official missions and appointments.
• Assist in preparation of public information materials and folders.
• Support organization of BPPS events such as townhalls, retreats or workshops including procurement and logistics.
• Process travel requests and post-travel functions in line with UNDP POPP.
• Process travel fares in coordination with local travel service.
• Supports establishment and smooth running of the new UNDP office in Madrid including office management and coordination with BMS.
• Orientation for BPPS colleagues relocating to Madrid including advising on local registrations and security.
• Act as liaison with New York and Bonn BPPS offices to optimize configuration across offices.
• Prepare visits from UNDP leadership including coordinating visit programmes and logistics.
• Acts as logistics coordinator for events involving the Madrid office staff and premises.
• Facilitate knowledge building and management and organize specialized training as required.
• Perform other duties within functional profile as necessary.

Requirements

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

Skills

• Secretarial Training
• Business Administration
• Public Administration
• Programme Administration
• MS Word
• Excel
• Spreadsheet Management
• Database Management
• Web-based Management
• ERP Systems
• QUANTUM ERP
• Logistics Management
• Workshop Coordination
• Travel Arrangements
• Office Management
• Targeted Research
• Data Analysis
• Senior Management Support
• Liaison with Governments
• International Organization Coordination
• Protocol Management

Languages

English, Spanish