Personal Assistant to the Representative and Administrative Associate

Job Posting Organization:
The United Nations Population Fund (UNFPA) is a leading global organization that focuses on reproductive health and rights, gender equality, and population dynamics. Established in 1969, UNFPA operates in over 150 countries, working to ensure that every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization is committed to achieving the Sustainable Development Goals (SDGs) and plays a crucial role in addressing issues related to family planning, maternal health, and gender-based violence. UNFPA's mission is to deliver a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled, emphasizing the importance of sustainable development and human rights.

Job Overview:
The Personal Assistant (PA) to the Representative and Administrative Associate is a pivotal role within the UNFPA Tanzania Country Office, providing high-level executive administrative support to the Country Representative. This position requires a blend of communication, coordination, and human resources management skills. The PA will be responsible for maintaining confidentiality and protocol while managing sensitive HR workflows. The role involves acting as the primary interface for the Country Representative, ensuring effective communication between the Representative, country office staff, and external stakeholders. The PA will also facilitate recruitment processes, manage staff contracts, and oversee onboarding and offboarding procedures, all while upholding UNFPA's people strategy in Tanzania. This position is integral to the smooth operation of the office and the successful implementation of UNFPA's strategic objectives.

Duties and Responsibilities:
The PA to the Representative and Administrative Associate will undertake a variety of responsibilities, including:

• Communication & Coordination: Ensuring secure communication between the Representative, CO staff, and external counterparts; managing internal and external queries; screening calls; and responding to sensitive information requests with discretion.
• Calendar & Strategic Scheduling: Proactively managing the Representative's official calendar, coordinating meeting requests, and tracking follow-up actions.
• Protocol & Liaison: Coordinating diplomatic protocol matters, preparing official correspondence, and receiving high-level delegations.
• Travel Coordination: Managing travel arrangements for the Representative, including visas, hotel bookings, and travel reports.
• Briefing & Mission Material: Preparing briefing materials and detailed itineraries for official missions and meetings.
• Recruitment: Coordinating localized recruitment processes, managing logistics for recruitment exercises, and finalizing recruitment reports.
• Contract & Onboarding Management: Administering local staff contracts, monitoring expiration dates, and managing onboarding and offboarding processes.
• Sensitive Data Integrity: Maintaining confidentiality of personnel records and ensuring accurate management of staff data in corporate systems.
• Benefits & Policy Orientation: Providing guidance on HR rules, regulations, and entitlements to CO staff.

Required Qualifications:
Candidates must possess completed Secondary Level Education as a minimum requirement. A first-level university degree in Human Resources, Business Administration, Public Administration, Communications, or a related field is highly desirable and will be considered an advantage. Additionally, candidates should have a strong understanding of HR lifecycle management, recruitment procedures, and personnel file administration, along with a high degree of emotional intelligence and a proven record of handling confidential information.

Educational Background:
The educational background required for this position includes completed Secondary Level Education, with a preference for candidates holding a first-level university degree in relevant fields such as Human Resources, Business Administration, Public Administration, or Communications. This educational foundation is essential for understanding the complexities of the role and effectively managing the responsibilities associated with it.

Experience:
Candidates should have a minimum of 6 years of progressively responsible professional experience in executive administration, secretarial work, or human resources management. This experience should include handling executive-level schedules, managing high-level diplomatic protocol, and liaising with government entities. A strong understanding of HR lifecycle management and recruitment procedures is also essential.

Languages:
Fluency in English and Kiswahili is required for this position. Knowledge of another official UN language is considered an asset and may enhance a candidate's qualifications.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. It is important to note that UNFPA does not charge any fees in connection with the application or recruitment process. Candidates should be aware that individuals applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.