Executive Associate (NPSA-7) at UNDP Ukraine: A Comprehensive Job Overview
The Executive Associate (NPSA-7) position at UNDP in Kyiv, Ukraine is a full-time, short-term (4-month) role designed for Ukrainian nationals. It involves providing high-level administrative and organizational support to UNDP leadership, particularly the Resident Representative (RR) and Deputy Resident Representative (DRR). Below is a more detailed breakdown of the job responsibilities, requirements, and expectations:
1. Overview of the Rolehttp://Executive Associate (NPSA-7) at UNDP Ukraine: A Comprehensive Job Overview
The Executive Associate will ensure the smooth functioning of senior management offices by handling administrative tasks, maintaining effective communication, and managing workflow processes. The person in this role will work closely with UNDP staff, government officials, international organizations, and partners to ensure seamless coordination.
2. Key Responsibilities
A. Administrative and Organizational Support
- Manage the calendars and schedules of RR and DRR, including appointments, meetings, and travel.
- Take minutes at meetings, track deadlines, and follow up on tasks.
- Handle incoming and outgoing correspondence, including emails and official documents.
- Assist in translating documents when needed (Ukrainian to English and vice versa).
- Maintain contact lists of high-ranking officials, donors, and external partners.
B. Communication and Information Management
- Act as the main point of contact for internal and external communication.
- Ensure a smooth flow of information within the office and across departments.
- Prepare talking points, briefs, presentations, and reports for senior management.
- Conduct research and information gathering to support decision-making.
C. Logistics and Event Support@vacancyspaces.com
- Organize travel arrangements for senior staff, including transportation and accommodation.
- Support the organization of meetings, conferences, and events.
- Assist visiting international missions and delegations with logistics.
D. Relationship and Partnership Management
- Build strong working relationships with government officials, ministries, regional authorities, and international organizations.
- Work closely with UN agencies and diplomatic missions.
- Facilitate partnerships and collaboration between UNDP and external stakeholders.
E. Knowledge Sharing and Gender Equality
- Promote UNDP’s gender equality values and ensure a non-discriminatory work environment.
- Organize training and workshops for staff on administration, coordination, and protocol matters.
- Contribute to the knowledge-sharing network within UNDP.
3. Required Qualifications & Skills
Education
- Minimum Requirement: High school diploma (secondary education).
- Preferred: Bachelor’s degree (not mandatory, but an advantage).
Experience
- With high school diploma: At least 7 years of relevant experience in administrative, secretarial, or program support roles.
- With a bachelor’s degree: At least 4 years of experience in similar fields.
- Previous UN or international organization experience is an advantage.
Skills
- Strong organizational and multitasking skills.
- Experience using MS Office (Word, Excel, Outlook, PowerPoint).
- Excellent written and verbal communication skills.
- Ability to handle confidential information with discretion.
- Attention to detail and ability to meet deadlines.
Languages
- Fluency in both Ukrainian and English is required.
- Knowledge of another UN language is a plus.
4. Additional Information
- Contract Type: National Personnel Service Agreement (NPSA-7)
- Contract Duration: 4 months (short-term)
- Location: Kyiv, Ukraine
- Application Deadline: March 28, 2025
5. Why Apply for This Job?
- Opportunity to work with UNDP, a globally recognized organization that focuses on development, humanitarian aid, and policy-making.
- Gain experience in international diplomacy, administration, and project coordination.
- Networking opportunities with government agencies, NGOs, and international organizations.
- Contribute to Ukraine’s development and recovery efforts.
6. How to Apply
Interested candidates should submit their applications via the UNDP online portal before March 28, 2025. Be prepared to undergo background checks and provide professional references.
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Sure! Here’s a more detailed explanation of the Executive Associate (NPSA-7) role at UNDP, covering all aspects of the job, its responsibilities, qualifications, and the broader context of working with the United Nations Development Programme in Ukraine.
Comprehensive Guide to the Executive Associate (NPSA-7) Role at UNDP in Kyiv, Ukraine
Introduction to the Role
The Executive Associate is a crucial administrative position within the United Nations Development Programme (UNDP), providing high-level executive and operational support to senior leadership. This position is part of UNDP’s efforts in Ukraine, where the organization works on development, governance, peacebuilding, economic recovery, and humanitarian efforts.
Under the direct supervision of the Resident Representative (RR) and Deputy Resident Representative (DRR), the Executive Associate will ensure the smooth functioning of the office, maintain confidentiality, uphold protocol procedures, manage information flow, and oversee follow-ups on key commitments.
This position requires excellent organizational skills, attention to detail, multitasking ability, and strong communication to facilitate seamless coordination within the UNDP office and with external stakeholders, including government bodies, UN agencies, donors, and international organizations.
The Executive Associate will act as a central point of contact, ensuring that the leadership team remains informed, prepared, and well-coordinated in their decision-making and external engagements.
About UNDP and Its Work in Ukraine
The United Nations Development Programme (UNDP) operates in more than 170 countries, providing expertise in areas such as poverty eradication, democratic governance, crisis prevention, climate change, and sustainable development.
In Ukraine, UNDP has been working for over 30 years, supporting national and local authorities in areas such as:
- Economic development and employment generation
- Democratic governance and rule of law
- Crisis response and recovery from war
- Gender equality and human rights protection
- Climate resilience and environmental sustainability
The Executive Associate will play an important role in ensuring the success of UNDP’s programs by providing efficient operational support to leadership.
Detailed Responsibilities of the Executive Associate
1. Administrative and Executive Support to Senior Leadership
The Executive Associate will be responsible for:
- Managing the daily schedule and calendar of the Resident Representative (RR) and Deputy Resident Representative (DRR).
- Coordinating appointments, meetings, and conferences, both internally and externally.
- Organizing high-profile meetings with government officials, international agencies, donors, and other stakeholders.
- Taking minutes of meetings, summarizing key points, and ensuring follow-up on action items.
- Handling all incoming and outgoing correspondence, ensuring that urgent matters receive immediate attention.
- Maintaining confidentiality when handling sensitive information and documents.
- Preparing briefing materials, talking points, presentations, and reports for leadership.
- Ensuring timely response to emails, letters, and other communications.
2. Information and Communication Management
- Serving as the focal point for information flow within the UNDP office.
- Coordinating between different departments, ensuring smooth internal communication.
- Managing official documents, records, and databases, ensuring that information is easily accessible.
- Ensuring that deadlines are met for reports, project submissions, and official responses.
- Preparing and distributing internal newsletters, circulars, and notices.
3. Travel and Logistics Coordination
- Organizing official travel arrangements for RR/DRR, including transportation, accommodation, visa processing, and travel documentation.
- Ensuring that all travel is well-planned, and that RR/DRR are fully prepared for meetings abroad.
- Preparing travel expense reports and ensuring compliance with UNDP travel policies.
4. Event Management and Protocol Duties
- Coordinating high-level events, official visits, and conferences.
- Arranging logistics for workshops, training sessions, and retreats.
- Handling protocol arrangements for VIP guests, foreign dignitaries, and UN missions.
- Ensuring adherence to UN diplomatic protocols and administrative guidelines.
5. External Relations and Partnership Management
- Serving as a key point of contact between UNDP and national/international partners.
- Developing and maintaining strong working relationships with stakeholders, including:
- Government ministries and agencies
- International organizations and donors
- UN agencies and diplomatic missions
- Private sector partners
- Civil society organizations (CSOs) and NGOs
- Representing UNDP at meetings and external events, when required.
6. Knowledge Management and Organizational Learning
- Facilitating knowledge sharing within UNDP by maintaining a repository of key documents, reports, and templates.
- Supporting the organization of staff training programs related to administration, office management, and protocol.
- Contributing to best practices in executive support and office management.
Key Competencies and Skills Required
The ideal candidate for the Executive Associate (NPSA-7) role should possess the following:
Core Competencies:
- Achieve Results – Ability to set goals, track progress, and meet deadlines.
- Think Innovatively – Open to new ideas and solutions.
- Learn Continuously – Willing to acquire new knowledge and skills.
- Adapt with Agility – Ability to work under pressure and manage change.
- Act with Determination – Ability to take initiative and solve problems.
- Engage and Partner – Ability to develop strong professional relationships.
- Enable Diversity and Inclusion – Commitment to gender equality and inclusivity.
Technical Skills:
- Expertise in MS Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong writing and communication skills in both English and Ukrainian.
- Ability to handle confidential information with professionalism.
- Experience in event planning, logistics coordination, and records management.
- Basic knowledge of financial and administrative procedures.
Table of Contents
Required Qualifications and Experience
Education:
- Mandatory: High School Diploma (Secondary Education).
- Preferred: Bachelor’s degree in administration, management, or a related field.
Work Experience:
- With a high school diploma: Minimum 7 years of experience in administration, secretarial work, or program support.
- With a bachelor’s degree: Minimum 4 years of experience.
- Prior experience with the UN or an international organization is an advantage.
Languages:
- Fluency in Ukrainian and English is required.
- Knowledge of additional UN languages is desirable.
Contract Details
- Contract Type: National Personnel Service Agreement (NPSA-7)
- Location: Kyiv, Ukraine
- Job Schedule: Full-time (4-month contract)
- Deadline for Applications: March 28, 2025
Why Apply for This Role?
- Work with a globally recognized organization that supports Ukraine’s development and recovery.
- Gain experience in executive management, administration, and international relations.
- Opportunities for networking with senior diplomats, government officials, and development professionals.
- A dynamic and inclusive work environment, committed to gender equality and ethical conduct.
Would you like assistance with your CV, cover letter, or interview preparation for this role? 😊
Certainly! Below is an expanded and comprehensive explanation of the Executive Associate (NPSA-7) role at UNDP in Kyiv, Ukraine, providing an in-depth look at responsibilities, qualifications, skills, work environment, and career development opportunities.
Detailed Overview of the Executive Associate (NPSA-7) Role at UNDP in Kyiv, Ukraine
Introduction
The United Nations Development Programme (UNDP) is one of the world’s most influential development organizations, working in over 170 countries to support peace, stability, democratic governance, and sustainable economic growth.
The Executive Associate (NPSA-7) role is a vital position within UNDP Ukraine, responsible for high-level administrative, executive, and operational support to the organization’s senior leadership, specifically the Resident Representative (RR) and Deputy Resident Representative (DRR).
In this role, the Executive Associate will act as the right hand of UNDP’s top leadership in Ukraine, ensuring efficient office management, proper information flow, strong internal coordination, and effective external engagement.
Given the challenges faced by Ukraine due to ongoing conflict and economic instability, UNDP’s role in the country has become more important than ever, making this position highly relevant and impactful.
UNDP’s Presence and Mission in Ukraine
UNDP has been actively supporting Ukraine in addressing development challenges for over 30 years. Following the Russian invasion in 2022, the organization has scaled up efforts to support crisis response, economic recovery, democratic governance, and social resilience.
UNDP’s priorities in Ukraine include:
- Strengthening democratic institutions and rule of law.
- Promoting gender equality and human rights protection.
- Enhancing crisis recovery efforts, including post-war reconstruction.
- Boosting economic development and employment generation.
- Supporting climate action and sustainable development.
The Executive Associate will be instrumental in ensuring smooth operations that enable UNDP to deliver these critical programs in Ukraine.
Core Responsibilities of the Executive Associate
1. Executive Support to the Resident Representative (RR) and Deputy Resident Representative (DRR)
- Manage the daily calendar of RR and DRR, scheduling meetings, appointments, and travel.
- Prepare official correspondence, speeches, and briefings for senior leadership.
- Handle sensitive information with discretion, ensuring confidentiality in all matters.
- Coordinate executive communications with government officials, UN agencies, donors, and partners.
- Monitor important deadlines and follow up on leadership tasks.
2. Office Management and Information Flow
- Serve as a key liaison between senior leadership and different UNDP teams.
- Ensure smooth coordination between internal teams, ensuring effective information exchange.
- Maintain office records, reports, and databases for easy access and retrieval.
- Develop and improve standard operating procedures (SOPs) for office efficiency.
3. Administrative and Logistical Coordination
- Organize high-level meetings with government agencies, international organizations, and donors.
- Support event management, including logistics for workshops, summits, and conferences.
- Oversee travel arrangements, including visa processing, transportation, and accommodations.
- Ensure protocol compliance in meetings with high-ranking officials.
4. External Relations and Partnership Building
- Represent UNDP in official meetings when required.
- Maintain strong working relationships with key partners, such as:
- Government ministries and agencies
- International donors and financial institutions
- Other UN agencies and development partners
- Non-governmental organizations (NGOs) and civil society
- Support the preparation of Memoranda of Understanding (MoUs), partnership agreements, and official documents.
5. Knowledge Management and Organizational Learning
- Maintain a knowledge repository of best practices and key documents.
- Facilitate staff training sessions on administration, office management, and protocol.
- Share insights to improve executive office efficiency and effectiveness.
Key Competencies and Skills Required
Core Competencies
- Achieve Results – Ability to plan and execute tasks efficiently.
- Think Innovatively – Creative problem-solving skills.
- Learn Continuously – Willingness to improve and adapt.
- Adapt with Agility – Ability to work under pressure.
- Act with Determination – Ability to take initiative.
- Engage and Partner – Strong communication and relationship-building skills.
- Enable Diversity and Inclusion – Commitment to gender equality and ethical conduct.
Technical and Administrative Skills
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong report writing and presentation skills.
- Experience with event planning and logistics coordination.
- Excellent organizational skills and ability to prioritize multiple tasks.
- Understanding of UN policies, diplomatic protocol, and administrative rules.
Eligibility Criteria and Qualifications
Education Requirements
- Mandatory: High School Diploma (Secondary Education).
- Preferred: Bachelor’s degree in Business Administration, Public Administration, International Relations, or a related field.
Experience Requirements
- With a high school diploma: Minimum 7 years of relevant experience.
- With a bachelor’s degree: Minimum 4 years of relevant experience.
- Experience working with the United Nations, international organizations, or diplomatic missions is an asset.
Language Requirements
- Fluency in Ukrainian and English is required.
- Knowledge of additional UN languages is an advantage.
Contract Information and Job Conditions
- Contract Type: National Personnel Service Agreement (NPSA-7)
- Location: Kyiv, Ukraine
- Job Schedule: Full-time (4-month contract, renewable depending on funding and performance)
- Deadline for Applications: March 28, 2025
Why You Should Apply for This Role
1. Opportunity to Work in a Globally Recognized Organization
Working for UNDP provides a unique chance to contribute to global development while gaining international exposure.
2. Meaningful Impact in Ukraine
As Ukraine faces significant humanitarian and development challenges, this role allows you to directly support the country’s recovery and rebuilding efforts.
3. Career Growth and Professional Development
- Gain valuable experience in executive support, administration, and international relations.
- Networking opportunities with government officials, UN partners, and international donors.
- Develop key project management and diplomatic protocol skills.
4. Competitive Salary and Benefits
- Attractive compensation under the NPSA-7 scale.
- Health insurance, paid leave, and career development opportunities.
How to Apply
Interested candidates should submit their application online via the UNDP Careers Portal. The application package must include:
- Updated CV/resume (highlighting relevant experience).
- Cover letter explaining motivation and suitability for the role.
- Contact details of at least two professional references.
Application Deadline: March 28, 2025
Final Thoughts
The Executive Associate (NPSA-7) role at UNDP Ukraine is an excellent opportunity for experienced professionals to support high-level decision-making and contribute to meaningful development work in Ukraine.
Would you like help with your CV, cover letter, or interview preparation? Let me know, and I’d be happy to assist!
