PERSONAL ASSISTANT – UNFPA 277 views

DESCRIPTION 

Purpose of consultancy: As the key administrative support to the Country Representative, an individual consultant- Personal Assistant to the Representative will be responsible for maintaining full confidentiality, upholding protocol, managing information flow and following up on deadlines and commitments. She/he will also facilitate knowledge building and management; provide logistical support; support communications; and coordinate secretarial services.

Scope of work:

Effective and efficient operation of the Representative’s office:

Ensure optimal communication flows between the Representative and the staff of the CO, as well as external counterparts. In consultation with other CO personnel, responding to requests for information, in a timely, discrete manner.
Prepare documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Representative’s needs for official trips and high level meetings.
Managing the Representative’s calendar and schedule of appointments; receiving high-ranking visitors/officials; and preparing and following up on meeting minutes.
Managing all aspects of the Representative’s travel arrangements, including maintaining appropriate files and reports
Maintain and follow protocol procedures and the safety measures of the Representative.
Facilitate and prepare briefing documents for the Representative’s appointments, meetings and missions.
Maintain databases of high-level partners and telephone lists (Diplomatic Corps, United Nations Agency, Government list; NGOs, Civil Society, etc.).
Prepare correspondence, instructions, comments from the Representative for her signature and follow-up as necessary.
Ensure compliance and completeness of any mail/document submitted for the signature or clearance of the Representative, correct any errors detected and ensure that all reference documents are attached.
Draw the Representative’s attention to important/urgent documents in case of need to meet deadlines.
Provide any necessary assistance to UNFPA staff and partners during various missions, meetings, conferences and events.
Support effectively the flow, dissemination and availability of information

Sort/select incoming and outgoing correspondence from the Representative.
Support the organization and maintenance of the Representative’s filing system (physical and electronic in IDocs).
Ensure the secretariat of general staff meetings, follow up on deadlines, decisions and actions taken, and to coordinate the compilation of data and/or submission of reports to the Representative.
Submit on time for clearance/signature of the Representative, request and documents from Operations and Programme Teams and the Implementing Partners.
Facilitate and promote knowledge management:

Share with staff documentations and knowledge products under the guidance provided by partners and headquarters.
Support Programme Teams to develop and produce CO knowledge products, and maintain networks of knowledge institutions, academia, etc. for knowledge sharing.
Other

Act as a back-up on selected functions to other Programme Associates during their absence.
Carry out any other duties as may be required by the supervisor.

Knowledge and Experience:

2 years of relevant experience in executive office support, administration and/or programme.
Some experience in research assistance.
Strong interpersonal and organisational skills.
Proactiveness, emotional intelligence.
Computer literacy – Word, Excel, Power-point, etc., and knowledge of spreadsheet and database packages, experience in handling of web based managements system;
Strong written and verbal communication skills.
Languages:

Fluency in English (oral and written).

Required Competencies

Values:

• Exemplifying integrity,

• Demonstrating commitment to UNFPA and the UN system,

• Embracing cultural diversity,

• Embracing change

Functional Competencies:

• Providing logistical support

• Managing data

• Managing documents, correspondence and reports

• Managing information aUnd workflow

• Planning, organising and multitasking

Core Competencies:

• Achieving results,

• Being accountable,

• Developing and applying professional expertise/business acumen,

• Thinking analytically and strategically,

• Working in teams/managing ourselves and our relationships,

• Communicating for impact

Managerial Competencies:

• Providing strategic focus,

• Engaging in internal/external partners and stakeholders,

• Leading, developing and empowering people, creating a culture of performance

• Making decisions and exercising judgment