Personal Assistant (PA)

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead United Nations agency focused on reproductive health and rights, and population and development. Established in 1969, UNFPA operates in over 150 countries, working to ensure that every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. 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's mission is to promote the right of every individual to make informed choices about their reproductive health and to ensure that these rights are respected and fulfilled. The organization emphasizes the importance of ethical standards and principled staff who are dedicated to defending human rights and delivering high-impact results in a rapidly changing global environment.

Job Overview:
The Personal Assistant (PA) plays a crucial role in providing senior-level administrative, secretarial, and communications support directly to the Country Representative of UNFPA. This position is essential for maintaining confidentiality, managing information flow, and ensuring that deadlines and commitments are met. The PA will facilitate knowledge management, provide logistical support, and coordinate secretarial services, thereby contributing to the smooth operation of the Country Office (CO). The role requires a proactive approach to communication, ensuring optimal information exchange between the Representative, CO staff, and external partners. The PA will prepare documentation and presentations, manage the Representative's calendar, and assist in organizing meetings and workshops, all while upholding the organization's values and standards.

Duties and Responsibilities:
The Personal Assistant will be responsible for a variety of tasks, including:

• Ensuring effective communication between the Representative and CO staff, as well as external counterparts, by responding to information requests in a timely and discreet manner.
• Preparing documentation, presentations, correspondence, briefs, and reports, and conducting research to support the Representative's needs for official trips and meetings.
• Undertaking logistical, administrative, and financial arrangements for meetings and workshops organized by the Representative's Office, in consultation with the Operations Manager/Specialist.
• Coordinating secretarial services within the CO, including 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.
• Overseeing all aspects of the Representative's travel arrangements, maintaining appropriate files and reports, and monitoring the budget of the Representative's Office.
• Assisting in the preparation and finalization of the CO Office Management Plan, including translation of information and acting as an interpreter when necessary.

Required Qualifications:
Candidates must possess completed Secondary Level Education as a minimum requirement, with a first-level university degree being desirable. Additionally, applicants should have at least six years of relevant experience in administration, with some experience in research assistance being beneficial. Strong interpersonal and organizational skills are essential, along with proficiency in current office software applications and corporate IT financial systems. Good written and verbal communication skills are also required to effectively perform the duties of the position.

Educational Background:
The educational background required for this position includes completed Secondary Level Education as a minimum. 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 organizational principles.

Experience:
The position requires a minimum of six years of relevant experience in administration. This experience should ideally include some exposure to research assistance, demonstrating the candidate's ability to support various administrative functions effectively. Strong interpersonal and organizational skills are crucial for success in this role, as is proficiency in office software applications and corporate IT financial systems.

Languages:
Fluency in English is mandatory for this position. Additionally, knowledge of other official UN languages, particularly French and/or Spanish, is desirable, as it enhances communication capabilities within the diverse environment of the United Nations.

Additional Notes:
The UNFPA promotes a work environment that reflects values of gender equality, diversity, integrity, and a healthy work-life balance. The organization encourages women and individuals from underrepresented groups, including the LGBTQIA+ community, minority ethnic groups, and persons with disabilities, to apply. Reasonable accommodations may be provided to applicants with disabilities upon request to support their participation in the recruitment process. UNFPA is committed to ensuring equal opportunities in terms of appointment, training, compensation, and selection for all candidates, regardless of personal characteristics. The selection and appointment process may be subject to background checks, medical clearance, visa issuance, and other administrative requirements. UNFPA does not charge any fees in connection with the application or recruitment process.