Executive Associate- [Open to Tier 0, 1 and 2 applicants], Madrid, Spain

## Executive Associate- [Open to Tier 0, 1 and 2 applicants], Madrid, Spain - Organization:UNDP - United Nations Development Programme - Office:UNDP - United Nations Development Programme in Madrid 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. 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). 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 2. 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 reportin