Personal Assistant to Representative

The Personal Assistant (PA) provides critical senior level, administrative, secretarial and communications support, as a direct report of the Country Representative..

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 new strategic plan (2018-2021), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices.

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.

Main Tasks & Responsibilities

As being key interface with staff members in the Country Office, 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. The job’s major focus is on coordination of the participation of the Representative and Assistant Representative in meetings and other events, as well as support for the engagement of the Country Office in various corporate initiatives that are not limited to any specific area of UNFPA’s mandate.

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. This includes preparation/compilation of briefing notes and talking points, summaries and background documentation required by the Representative/Assistant Representative for all official meetings and missions, including through collecting and substantive integration of inputs from CO colleagues and external sources.

Undertaking logistical administrative and financial arrangements in consultation with the Admin/Finance Associate, for meetings and workshops involving the Representative and Assistant Representative.    

Managing the Representative’s calendar and schedule of appointments; receiving high-ranking visitors/official by being responsible for protocol matters; taking minutes as required; screening calls with tact and discretion; preparing informal translations and acting as interpreter if required.

Managing all aspects of the Representative’s and Assistant Representative’s travel arrangements, including managing administrative files for mission and travel,  compiling draft mission reports for the Representative and Assistant Representative.

Assisting the Representative and Assistant Representative with political/environmental scanning by coordinating information gathered from a variety of sources.

Provides support to the involvement of the Representative and Assistant Representative in corporate initiatives, such as interdivisional working groups and regional initiatives. Consolidates updates on UN-wide changes that may be afoot.

 

Qualifications and Experience

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Education:

Completed Secondary Level Education required. First level university degree desirable.

Knowledge and Experience:

Six years of relevant experience in administration and/or research.

Two years of experience in research assistance.

Strong interpersonal and organisational skills.

Proficiency in current office software applications.     

Good written and verbal communication skills.

Languages:

Fluency in English, Ukrainian and Russian is required     

Required Competencies

Values:

Exemplifying integrity

Demonstrating commitment to UNFPA and the UN system

Embracing diversity in all its forms

Embracing change

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

Functional Competencies:

Providing logistical support

Managing data

Managing documents, correspondence and reports

Managing information and work flow

Planning, organising and multitasking

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

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