Executive Assistant to the Director’s Office

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and has a mission to promote the rights of individuals to make informed choices about their reproductive health. The organization is committed to achieving the Sustainable Development Goals by 2030, particularly in areas related to family planning, maternal health, gender-based violence, and demographic change. UNFPA emphasizes the importance of principled and ethical staff who embody international norms and standards, and who are dedicated to delivering high-impact results in a rapidly changing development landscape.

Job Overview:
The Executive Assistant to the Director’s Office plays a crucial role in providing high-level administrative and secretarial support to the Regional Director and the Deputy Regional Director. This position requires maintaining confidentiality and ensuring adherence to protocol procedures while managing the flow of information and monitoring deadlines. The incumbent will work closely with the Special Assistant to the Regional Director to facilitate effective communication, knowledge management, and logistical support. The role is vital in ensuring that the office functions smoothly and that the Directors can focus on their strategic objectives. The Executive Assistant will be responsible for optimizing communication flows, managing schedules, and providing comprehensive administrative support to enhance the overall efficiency of the office.

Duties and Responsibilities:
The duties and responsibilities of the Executive Assistant include:

• Communication and Administrative Support: Ensure optimal communication flows between the Regional Director’s Office and other units, manage incoming documents, draft correspondence, and maintain compliance with UNFPA guidelines.
• Coordination and Support: Manage time and scheduling for the Directors, arrange meetings, take minutes, and prioritize correspondence.
• Logistics and Information Management: Research files, prepare briefing materials, facilitate logistical preparations for meetings, and manage travel arrangements.
• Other Duties: Assist in preparing the Regional Office Management Plan, provide translations, and guide junior staff on office procedures. The Executive Assistant will also coordinate tasks with the Special Assistant to ensure seamless operations.

Required Qualifications:
Candidates must possess a minimum of six years of specialized administrative support experience to senior executives, with a strong background in finance and administration. Previous experience in research support and familiarity with UN protocols are advantageous. Strong interpersonal and organizational skills, proficiency in computer applications (Word, Excel, PowerPoint), and excellent drafting and communication skills are essential. The candidate should demonstrate initiative, sound judgment, and a strong interest in development work, particularly in alignment with UNFPA’s mission.

Educational Background:
Completion of secondary education is required, while a first-level university degree is considered an asset. This educational background supports the administrative and logistical functions required in this role, ensuring that the Executive Assistant can effectively manage the diverse tasks associated with supporting the Directors.

Experience:
The position requires a minimum of six years of relevant experience providing specialized administrative support to senior executives. This experience should include a strong focus on finance and administration, as well as logistical support and document management. Familiarity with UN operations and protocols is highly desirable, as it will enhance the candidate's ability to navigate the complexities of the role effectively.

Languages:
Fluency in English and Spanish, both oral and written, is mandatory for this position. Knowledge of French or Portuguese is considered an asset, as it may facilitate communication with a broader range of stakeholders and enhance the effectiveness of the Executive Assistant in a multilingual environment.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. UNFPA promotes a work environment that reflects values of gender equality, diversity, and integrity, and encourages applications from women and underrepresented groups. Reasonable accommodations may be provided for applicants with disabilities to support their participation in the recruitment process. The organization emphasizes equal opportunities in terms of appointment, training, and compensation, regardless of personal characteristics.