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. Established in 1969, UNFPA operates in over 150 countries and territories, 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 three transformative results: ending preventable maternal deaths, ending unmet need for family planning, and ending gender-based violence and harmful practices. UNFPA's strategic plan for 2022-2025 emphasizes the importance of addressing the impacts of the Covid-19 pandemic on women's and girls' access to health services, while also promoting the realization of the Sustainable Development Goals (SDGs) by 203

• UNFPA values principled and ethical staff who embody international norms and standards, and who are committed to delivering high-impact results.

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 that deadlines and commitments are met. The assistant will facilitate knowledge management and support the Representative in human resources matters and learning activities. The role involves ensuring effective communication between the Representative and the Country Office staff, preparing documentation and presentations, managing the Representative's calendar, and organizing travel arrangements. The assistant will also be responsible for logistical arrangements for meetings and workshops, as well as supporting the development of partnerships and funding opportunities.

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

• Ensuring optimal communication flows between the Representative and the Country Office staff, as well as external counterparts.
• Responding to requests for information 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.
• Managing the Representative's calendar and schedule of appointments, receiving high-ranking visitors, and taking minutes as required.
• Managing all aspects of the Representative's travel arrangements, including 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 if required.
• 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:
The position requires the following qualifications:

• Completed Secondary Level Education is required; a first-level university degree is desirable.
• Six years of relevant experience in administration is required.
• Experience in the human resources recruitment process is necessary.
• Some experience in research assistance is preferred.
• Strong interpersonal and organizational skills are essential.
• Proficiency in current office software applications and corporate IT financial systems is required.
• Good written and verbal communication skills are necessary.

Educational Background:
Candidates should have completed Secondary Level Education as a minimum requirement. A first-level university degree is desirable, indicating a higher level of education that may enhance the candidate's ability to perform the duties of the position effectively.

Experience:
Candidates should possess at least six years of relevant experience in administration, which includes managing office tasks, supporting senior management, and handling confidential information. Experience in human resources recruitment processes and research assistance is also beneficial, as it demonstrates the candidate's ability to contribute to various aspects of the role effectively.

Languages:
Fluency in both Spanish and English is mandatory for this position. This bilingual requirement ensures effective communication within the diverse environment of the UNFPA and with external partners and stakeholders.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. UNFPA is committed to providing a work environment that reflects 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. 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.