The Position:
The Personal Assistant to the HoO is located in Country Office (CO) and reports to the Head of Office (HoO).
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:
The Personal Assistant to the HoO provides senior level communications, administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made. The PA also provides organizational functions to the CO in terms of providing effective communications support; ensuring facilitation of knowledge building and management; providing logistical support; and coordinating the secretarial and clerical services.
You would be responsible for:
- Assists the CO in assigning and maintaining a follow up system of actions to be taken such as correspondence responses, attendance to scheduled events and other assignments.
- Receives, reviews and register in the electronic filing system of the office, all incoming correspondence and documentation, mail, fax, courier and hard delivery; decides on routing and priority and ensures timely dispatch of outgoing correspondence. Controls UNFPA circulars and inter-office memoranda.
- Maintains updated the international telephone call logs.
- Reviews and proofreads outgoing correspondence prepared for the supervisor signature.
- Ensures optimal communication flows between the CO staff and other units within the Fund as well as with counterparts outside the Fund, through effective use of all communication media: written, verbal and electronic.
- Coordinates and drafts routine responses related to the management of programs/projects and requests for information, ensuring follow actions in conformity with established procedures and accuracy of statements.
- Organizes appointments of supervisor, CO staff and visiting officials. Receives visitors, place and screens national and international telephone calls and answers queries with discretion.
- Manages travel arrangements and logistics for CO staff (travel authorization form, flight, hotel bookings, visas, and follow up related Requisition and Purchase Order in Atlas system).
- Attends and takes minutes/notes on various meetings (including tripartite meetings) and finalize them in a timely manner so as to be circulated prior to next meeting.
- Resolves operational program-related issues, in response to specific requests.
- When necessary and in coordination with the Head of Office, provides specific information on the UNFPA country program (CP) and projects, required for the preparation of reports and briefings, including the preparation of project ideas for submission to donors.
- Deals with full supplier management process and follow up supplier creation requests.
- On exceptional circumstances and prior approval by the Head of Office, act as Finance Back Up for payment processes.
- Support Finance Unit in revising UNFPA supporting documents for payment.
- Assists in the follow-up with counterparts and donors to ensure proper coordination and implementation of ongoing projects, maintaining a monitoring system to track pending matters.
- Disseminates materials to promote ICPD agenda at national level ensuring an effective advocacy strategy.
- Keeps abreast of the new strategic direction of the Fund and its transition implementation process.
- Responsible for the organization and logistics of conferences and meetings.
- Supports maintaining CO information in CO digital information storage and its back up system.
- Operates the CO equipment (copier and scanner)
- Controls availability of office supplies and stationary stocks.
- Support Asset Management liaising with Finance and Administration Associate.
- Support Human Resources processes by preparing and following up contract elaboration and hiring processes.
- Performs other duties as may be required.
Qualifications and Experience:
Education:
Secondary Education concluded (High School)
Knowledge and Experience:
Five years of relevant experience in administration and/or clerical tasks.
Three years of relevant experience in administration and/or clerical tasks in case of Bachelor Degree.
Languages:
Fluency in Spanish and proficiency in English
Required Competencies:
Values:
Exemplifying integrity,
Demonstrating commitment to UNFPA and the UN system,
Embracing cultural diversity
Core Competencies:
Achieving results,
Being accountable,
Client orientation
Self-management/Emotional intelligence,
Working in teams/managing ourselves and our relationships,
Functional Competencies:
• Providing logistical support
• Managing data
• Managing documents, correspondence, and reports
• Managing information and workflow
• Planning, organizing and multitasking.
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
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.
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