The Position:
The Personal Assistant (PA) provides critical senior level, administrative, secretarial and communications support, as a direct report of the Country Representative.
How you can make a difference:
UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.
In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:
As the key administrative support to the Country Representative, you will be responsible for maintaining full confidentiality, upholding protocol, managing information flow and following up on deadlines and commitments. You will also facilitate knowledge building and management; provide logistical support; support communications; and coordinate secretarial services.
You would be responsible for:
Ensuring optimal communication flows between the Representative and the staff of the CO, as well as external counterparts. In consultation with other CO personnel, responding to requests for information, in a timely, discrete manner.
Preparing documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Representative’s needs for official trips and meetings.
Undertaking logistical administrative and financial arrangements in consultation with the Operations Manager/ Operations Specialist, for meetings and workshops organised by the Representative’s Office.
Coordinating the secretarial services of the CO, including briefing and training new secretaries, guiding other secretaries on office procedures, and distributing special administrative assignments.
Managing the Representative’s calendar and schedule of appointments; receiving high-ranking visitors/officials; and taking minutes as required.
Managing all aspects of the Representative’s travel arrangements, including maintaining appropriate files and reports and monitoring the budget of the Representative’s Office;
Assisting in the preparation and finalisation of the CO Office Management Plan, including the preparation of information translations, and acting as interpreter if required.
Qualifications and Experience:
Education:
Completed Secondary Level Education required. First level university degree desirable.
Knowledge and Experience:
Six years of relevant experience in administration.
Some experience in research assistance.
Strong interpersonal and organisational skills.
Proficiency in current office software applications and corporate IT financial systems.
Good written and verbal communication skills.
Languages:
Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.
Required Competencies:
Values:
Exemplifying integrity,
Demonstrating commitment to UNFPA and the UN system,
Embracing cultural diversity,
Embracing change
Functional Competencies:
Providing logistical support
Managing data
Managing documents, correspondence and reports
Managing information and work flow
Planning, organising and multitasking
Core Competencies:
Achieving results,
Being accountable,
Developing and applying professional expertise/business acumen,
Thinking analytically and strategically,
Working in teams/managing ourselves and our relationships,
Communicating for impact
Managerial Competencies:
Providing strategic focus,
Engaging in internal/external partners and stakeholders,
Leading, developing and empowering people, creating a culture of performance
Making decisions and exercising judgment
UNFPA Work Environment:
UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
Disclaimer:
Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.
UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts.
Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.