The Position:
The Personal Assistant (PA) provides critical senior level, administrative, secretarial and communications support, as a direct report of the Country Representative.
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As the key administrative support to the National Representative, you will be responsible for maintaining full confidentiality, upholding protocol, managing information flow and following up on deadlines and commitments. You will also provide logistical support; support communications; and coordinate secretarial services.
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You will report to the National Representative
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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.ย UNFPAโs 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 โbuild forward betterโ, while addressing the negative impacts of the Covid-19 pandemic on womenโs and girlsโ 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.
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Job Purpose:
As the key administrative support to the National 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.
Operational
Establish, update and maintain the National Representativeโs agenda.ย ย 1. Follow up on appointments, events and assignments.
ย ย 2. Arrange appointments. Assist the National Representative on the dissemination of materials and information among staff and partners on: bulletins, invitations to special events, events and activities regarding UNFPA mandate. Accompany the National Representative to public speaking events ensuring media coverage and deliverance of written information. Prepare information material on different subjects (e.g. incidence). Gather information with CO different areas. Identify and support the coverage of internal communication needs. Prepare communication material to keep personnel well informed. Make travel arrangements and all relevant paperwork for the National Representative. Process travel request on travel module. Place and screen telephone calls for the National Representative. Review and proofread outgoing correspondence prepared for the National Representativeโs signature. Draft routine and other correspondence as requested for signature by the National Representative. Translate informal communications. Register incoming correspondence, physical and electronic. Screen, review and prioritize incoming correspondence, physical and electronic. Carry out secretarial activities.
ย ย 1. Prepare and send official letters and emails.
ย ย 2. Prepare diverse materials and presentations.
ย ย 3. Coordinate staff meetings.
ย ย 4. Take meeting notes.
ย ย 5. Follow-up staff on deadlines of assignments. Supervise and coordinate the driver activities. Make sure that the National Representativeโs needs for transportation are properly covered. Perform similar and related activities as required.
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Qualifications and Experience:ย
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Education:ย ย
Education Requirements
Bachelor's Degree - 2 year(s) experience Or High School Certificate - 5 year(s) experience - Business Administration, International Relations or any other Social Science
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Knowledge and Experience:ย
Experience in administration. Experience in working with ERP (Enterprise Resources Planning) based applications is desirable Strong interpersonal and organizational skills. Proficiency in current office software applications and corporate IT financial systems. Good written and verbal communication skills Responsibility and Reliability Fluency in oral and written Spanish and English Organizational skills Advanced computer skills including knowledge of Microsoft Office Package and Google applications. Knowledge and experience managing tools for planning and monitoring Attention to details. Ability to follow-up Oral and written communication skills Good conflict and self management Confidentiality Adaptability to different situations Good sense of timing Team work Capability of doing multiple tasks at the same timeLanguages:ย
Fluency in English and Spanish is required
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Required Competencies:ย
Values:
Exemplifying integrity,ย
Demonstrating commitment to UNFPA and the UN system,ย
Embracing cultural diversity,ย
Embracing change
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Core Competencies:ย
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 impactยFunctional Competencies:
Providing logistical support Managing data Managing documents, correspondence and reports Managing information and work flow Planning, organizing and multitaskingManagerial 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 judgmentย
Compensation and Benefits:
ย This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
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