Personal Assistant to the Country Representative

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on reproductive health and rights, aiming to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. Established in 1969, UNFPA operates in over 150 countries and territories, employing thousands of staff dedicated to improving the lives of women and girls globally. The organization is committed to achieving transformative results in maternal health, family planning, and gender equality, particularly in the context of the Sustainable Development Goals (SDGs) and the International Conference on Population and Development (ICPD). UNFPA's strategic plan for 2022-2025 emphasizes the need for principled and ethical staff who can navigate the complexities of global health and human rights, especially in the aftermath of the Covid-19 pandemic, which has disproportionately affected women and girls.

Job Overview:
The Personal Assistant to the Country Representative plays a crucial role in ensuring effective communication and administrative support within the UNFPA Country Office (CO). This position requires maintaining confidentiality and upholding protocol while managing information flow and following up on commitments. The Personal Assistant will facilitate knowledge management, provide logistical support for meetings and workshops, and coordinate secretarial services. The role involves preparing documentation and presentations, responding to information requests, and managing the Representative's calendar and travel arrangements. The Personal Assistant is expected to work closely with other CO personnel to ensure that the Representative's needs are met efficiently and effectively, contributing to the overall success of the office's operations.

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

• Ensuring optimal communication flows between the Representative and CO staff, as well as external counterparts.
• Responding to requests for information in a timely and discreet manner.
• Preparing documentation, presentations, correspondence, briefs, and reports, and researching materials for the Representative's official trips and meetings.
• Undertaking logistical, administrative, and financial arrangements for meetings and workshops organized by the Representative's Office.
• Coordinating secretarial services, including briefing and training new secretaries and guiding them on office procedures.
• Managing the Representative's calendar and schedule of appointments, receiving high-ranking visitors, and taking minutes as required.
• Managing all aspects of the Representative's travel arrangements and maintaining appropriate files and reports.
• Assisting in the preparation and finalization of the CO Office Management Plan, including translations and acting as an interpreter when necessary.
• Providing support in monitoring the budget of the Representative's Office and ensuring compliance with UNFPA policies and procedures.

Required Qualifications:
The position requires the following qualifications:

• Completed Secondary Level Education is mandatory.
• A first-level university degree is desirable but not mandatory.
• Six years of relevant experience in administration is required.
• Some experience in research assistance is preferred.
• Strong interpersonal and organizational skills are essential.
• Proficiency in current office software applications and corporate IT financial systems is necessary.
• Good written and verbal communication skills in both French and English are required.

Educational Background:
The educational background required for this position includes:

• Completed Secondary Level Education is a must.
• A first-level university degree in a relevant field is desirable, which may include areas such as business administration, management, or social sciences. This educational background will provide the foundational knowledge necessary for effective administrative support and communication within the UNFPA framework.

Experience:
Candidates should possess a minimum of six years of relevant experience in administration, which should include a strong background in providing administrative support in a professional setting. Experience in research assistance is also beneficial, as it demonstrates the ability to gather and analyze information effectively. The ideal candidate will have a proven track record of managing multiple tasks and responsibilities in a fast-paced environment, showcasing their organizational skills and attention to detail.

Languages:
Fluency in both French and English is mandatory for this position. This bilingual requirement is essential for effective communication within the UNFPA and with external stakeholders, ensuring that all documentation and correspondence can be accurately prepared and understood. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to engage with diverse populations and partners.

Additional Notes:
The consultancy is expected to last for a duration of 4 months, with the possibility of extension based on performance and organizational needs. The position is full-time, and the consultant will be required to deliver work as per priority and requirements set by the Country Representative. A monthly consultant report will be required to monitor progress and ensure accountability. The Personal Assistant will work under the direct supervision of the Resident Representative, providing critical administrative, secretarial, and communications support. The necessary equipment and office space will be provided by UNFPA, ensuring that the consultant has the resources needed to perform their duties effectively.