Personal Assistant to Representative

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 the right to make informed choices about their reproductive health. The organization is committed to advancing the goals of the International Conference on Population and Development (ICPD) and the Sustainable Development Goals (SDGs) by 203

• UNFPA's mission is pursued through a focus on four interconnected outcomes: ending unmet need for family planning, ending preventable maternal deaths, ending gender-based violence and harmful practices, and adapting to demographic change through evidence and rights-based policies. UNFPA emphasizes the importance of principled and ethical staff who embody international norms and standards, ensuring effective external relations, communications, partnership-building, and resource mobilization in a rapidly changing development landscape.

Job Overview:
The Personal Assistant to the Representative plays a crucial role in supporting the office of the Representative by coordinating and monitoring relevant business processes, procedures, and activities. This position requires a keen attention to detail and the ability to adhere to deadlines. The Personal Assistant will be responsible for managing the Representative's schedule, providing general research support, preparing and maintaining records, and organizing meetings. The role is essential for ensuring that the office operates efficiently and effectively, contributing to the overall mission of UNFPA. The Personal Assistant will also be expected to demonstrate loyalty and commitment to the aims and principles of the UN system and UNFPA, acting in accordance with the Standards of Conduct for the International Civil Service.

Duties and Responsibilities:
The Personal Assistant will be responsible for a variety of tasks, including but not limited to: coordinating and monitoring business processes and procedures; providing general research support and preparing reports on program and project activities; maintaining records and control plans for administrative and financial functions; managing the schedule and work program of the Representative; keeping the Representative informed with relevant information and status updates; maintaining a telephone and address directory of stakeholders; organizing meetings, preparing agendas, and acting as Secretary to meetings; maintaining a filing system in accordance with established classification systems; drafting routine correspondence; and performing other administrative and logistic support duties as required. The role requires a proactive approach to ensure that all tasks are completed efficiently and effectively, contributing to the smooth operation of the office.

Required Qualifications:
Candidates must have completed Secondary Level Education, with a first-level university degree being desirable. Additionally, candidates should possess six years of relevant experience in administration or office management. A thorough knowledge of relevant computer software applications is essential, and familiarity with the UN system is considered an advantage. The ideal candidate will exemplify integrity, demonstrate commitment to UNFPA and the UN system, embrace cultural diversity, and be adaptable to change. Core competencies include achieving results, accountability, professional expertise, analytical thinking, teamwork, and relationship management.

Educational Background:
The educational background required for this position includes completed Secondary Level Education as a minimum requirement. A first-level university degree is desirable, indicating a preference for candidates who have pursued higher education and possess a foundational understanding of administrative and office management principles.

Experience:
The position requires a minimum of six years of relevant experience in administration or office management. Candidates should have a proven track record of effectively managing office processes, demonstrating strong organizational skills, and the ability to work under pressure while adhering to deadlines. Experience within the UN system or similar international organizations is highly valued and can enhance a candidate's suitability for the role.

Languages:
Fluency in English is mandatory for this position. Knowledge of other official UN languages is desirable, as it can facilitate communication and collaboration within the diverse international environment of UNFPA.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other benefits as applicable. UNFPA is committed to providing a work environment that reflects the values of gender equality, diversity, integrity, and a healthy work-life balance. The organization 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. UNFPA promotes equal opportunities in terms of appointment, training, compensation, and selection for all, regardless of personal characteristics and dimensions of diversity. The selection and appointment process may be subject to background and reference checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees in connection with the application or recruitment process.