Personal Assistant to the Representative

Job Posting Organization:
The United Nations Population Fund (UNFPA) is the lead UN agency focused on sexual and 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 members dedicated to advancing the health and rights of women and girls. The organization is committed to achieving transformative results in maternal health, family planning, and the elimination of gender-based violence, aligning its strategic plan with the Sustainable Development Goals (SDGs) and the International Conference on Population and Development (ICPD). UNFPA emphasizes the importance of ethical staff who uphold human rights and work towards sustainable development goals, particularly in the context of the ongoing challenges posed by the Covid-19 pandemic.

Job Overview:
The Personal Assistant to the Representative plays a crucial role in providing administrative support to the Country Representative at the UNFPA Country Office. This position requires maintaining confidentiality, managing information flow, and ensuring effective communication between the Representative and other staff members, as well as external partners. The assistant will be responsible for preparing documentation, managing the Representative's calendar, and coordinating travel arrangements. Additionally, the role involves supporting human resources functions and facilitating knowledge management within the office. The assistant will also engage in learning activities and help identify potential partners and donors to enhance collaboration and funding opportunities. This position is vital for ensuring that the Representative can focus on strategic initiatives and program delivery while the assistant manages the operational aspects of the office.

Duties and Responsibilities:
The Personal Assistant to the Representative will undertake a variety of duties, including:

• Ensuring optimal communication flows between the Representative and Country Office staff, as well as external counterparts.
• Responding to requests for information in a timely and discreet manner.
• Preparing documentation and presentations, including 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.
• 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 Country Office Management Plan, including translations and acting as an interpreter when necessary.
• Serving as the Focal Point for the Learning-in-action community, facilitating information exchange and planning learning activities.
• Supporting the identification, analysis, and mapping of potential partners and donors to strengthen relationships and optimize collaboration and funding opportunities. 1
• Efficiently managing and organizing information in Google Drive, ensuring proper classification, storage, and access to relevant documents.

Required Qualifications:
Candidates must possess a completed Secondary Level Education as a minimum requirement, with a first-level university degree being desirable. Additionally, candidates should have at least six years of relevant experience in administration, including experience in the human resources recruitment process and some experience in research assistance. 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 in both Spanish and English are also required.

Educational Background:
The educational background required for this position includes a completed Secondary Level Education as a minimum. A first-level university degree is considered desirable, indicating that candidates with higher education qualifications may have an advantage in the selection process.

Experience:
The position requires a minimum of six years of relevant experience in administration, which should include experience in human resources recruitment processes and some experience in research assistance. This level of experience is necessary to ensure that the candidate can effectively support the Country Representative and manage the various administrative tasks associated with the role.

Languages:
Fluency in both Spanish and English is mandatory for this position. This bilingual requirement is essential for effective communication within the Country Office and with external partners, ensuring that the Personal Assistant can perform their duties efficiently and accurately.

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 values of gender equality, diversity, integrity, and a healthy work-life balance. UNFPA is committed to ensuring gender parity and encourages women, individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups to apply. The selection and appointment process may involve 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.