Personal Assistant to 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, working towards a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. The organization is dedicated to achieving three transformative results: ending preventable maternal deaths, fulfilling unmet needs for family planning, and eliminating 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 is committed to upholding human rights and ethical standards, seeking staff who can deliver high-impact results and manage resources responsibly.

Job Overview:
The Personal Assistant (PA) plays a crucial role in providing senior-level administrative, secretarial, and communications support directly to the Country Representative. 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. The role requires a proactive approach to communication, ensuring that the Representative is well-informed and that all correspondence adheres to UNFPA guidelines. The PA will also prepare documentation and presentations, manage the Representative's calendar, and handle travel arrangements, all while maintaining a high level of professionalism and discretion.

Duties and Responsibilities:
The Personal Assistant will be responsible for ensuring optimal communication between the Representative and the Country Office staff, as well as external counterparts. This includes responding to information requests in a timely and discreet manner, logging and routing incoming documents, and ensuring outgoing correspondence meets UNFPA standards. The PA will prepare documentation for official trips and meetings, manage the Representative's calendar, and receive high-ranking visitors. Additional responsibilities include taking minutes during meetings, organizing logistical arrangements for workshops, and coordinating secretarial services within the office. The PA will also assist the Assistant Representative with administrative tasks and support the overall functioning of the office by managing schedules and following up on agreements.

Required Qualifications:
Candidates must possess at least six years of relevant experience in management and administrative assistance, with a proven track record of organizing meetings and workshops. 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 interact with various stakeholders.

Educational Background:
A completed Secondary Level Education is required for this position, while a Bachelor's degree is desirable. This educational background will provide the necessary foundation for the administrative and organizational tasks expected of the Personal Assistant.

Experience:
The ideal candidate should have a minimum of six years of relevant experience in administrative assistance, demonstrating a strong ability to manage multiple tasks and prioritize effectively. Experience in a similar role within an international organization or a governmental agency is highly advantageous, as it provides familiarity with the protocols and standards expected in such environments.

Languages:
Fluency in both English and Spanish is mandatory for this position, as effective communication in both languages is crucial for the role. Proficiency in additional languages may be considered an asset, enhancing the candidate's ability to engage with a diverse range of stakeholders.

Additional Notes:
This position offers an attractive remuneration package, including a competitive net salary, health insurance, and other applicable benefits. UNFPA promotes a work environment that values gender equality, diversity, and integrity, and encourages applications from women, LGBTQIA+ individuals, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented communities. The organization is committed to ensuring equal opportunities in all aspects of employment, including appointment, training, and compensation. The selection process may involve background checks, medical clearance, and other administrative requirements, and UNFPA does not charge any fees during the application or recruitment process.