Executive Secretary

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 territories, working to ensure that every individual has access to reproductive health services and the ability to make informed choices about their bodies and futures. The organization is committed to advancing the rights of women and girls, promoting gender equality, and addressing population issues through evidence-based policies and programs. UNFPA's mission is guided by the principles of human rights, equity, and social justice, and it plays a crucial role in the global efforts to achieve the Sustainable Development Goals (SDGs) by 2030.

Job Overview:
The Executive Secretary position at UNFPA in Malabo, Equatorial Guinea, is a pivotal role that provides high-level administrative and secretarial support to the UNFPA Representative. The incumbent will work closely with the Representative and the office team to ensure effective communication, knowledge management, and logistical coordination. This role is essential for maintaining the flow of information between the Representative's Office, country office staff, and external stakeholders. The Executive Secretary will be responsible for managing the Representative's schedule, facilitating meetings, and ensuring compliance with UNFPA guidelines. This position requires a proactive individual who can handle confidential information with discretion and demonstrate strong organizational skills. The Executive Secretary will also assist in the preparation of the Office's Annual Work Plan and support the Representative in achieving the organization's strategic goals.

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

• Providing comprehensive communication and administrative support to the Representative, ensuring optimal communication flow between the office and various stakeholders.
• Managing the Representative's schedule, including time management and planning, and making arrangements for meetings, including preparing supporting documentation and taking minutes.
• Screening and prioritizing incoming correspondence, identifying matters requiring the Representative's attention, and managing protocol matters for high-ranking visitors.
• Facilitating logistical and administrative preparations for meetings and workshops, including travel arrangements and mission reports.
• Maintaining filing and tracking systems for the Representative's Office and ensuring compliance with UNFPA guidelines for outgoing correspondence.
• Assisting in the preparation and finalization of the Office's Annual Work Plan and providing informal translations and interpretation as needed.
• Performing any other duties as required by the Office Management.

Required Qualifications:
The required qualifications for the Executive Secretary position include:

• Completion of secondary education is mandatory, while a first-level university degree is considered an asset.
• A minimum of five years of specialized administrative support experience to a senior executive, with a background in finance and administration.
• Previous experience in research support and data management, preferably within the United Nations system, is highly desirable.
• Strong interpersonal and organizational skills, along with proficiency in computer applications such as Word, Excel, and PowerPoint.
• Excellent drafting and communication skills, with a demonstrated ability to exercise sound judgment and initiative in a development context.

Educational Background:
The educational background required for the Executive Secretary position includes a minimum of secondary education. A first-level university degree in a relevant field such as business administration, public administration, or a related discipline is considered an asset and may enhance the candidate's qualifications for the role.

Experience:
Candidates for the Executive Secretary position should possess a minimum of five years of experience providing specialized administrative support to senior executives. This experience should include a strong focus on finance and administration, as well as familiarity with research support and data management. Previous experience within the United Nations system and knowledge of diplomatic protocols will be viewed favorably, as they are essential for navigating the complexities of the role effectively.

Languages:
Fluency in both Spanish and English, encompassing oral, written, and reading skills, is required for the Executive Secretary position. Additionally, knowledge of French is considered a strong asset, as it may facilitate communication in the multilingual environment of Equatorial Guinea and enhance the candidate's effectiveness in the role.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. The work environment at UNFPA reflects the organization's commitment to gender equality, diversity, integrity, and a healthy work-life balance. UNFPA encourages applications from women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups. Reasonable accommodations may be provided to applicants with disabilities upon request to support their participation in the recruitment process. The organization promotes equal opportunities in terms of appointment, training, compensation, and selection for all candidates, regardless of personal characteristics.