Under the direct supervision of the Representative, the Personal Assistant to the Representative ensures the effective and efficient functioning of the Representative\u2019s Office.\u00a0 He\/She supports the maintenance of protocol procedures, manages information flow to and from the Representative\u2019s Office, and follows up on deadlines and commitments made.\u00a0 He\/She also ensures full confidentiality in all aspects his\/her assignment.<\/p>\n
The Personal Assistant to the Representative can supervise the secretarial and clerical staff of the office.\u00a0 He\/She works in close collaboration with UNFPA staff, UN Agencies and national authorities to ensure the efficient flow of information, action on instructions and agendas.<\/p>\n
Job Description<\/strong><\/p>\n Job Title: Personal Assistant To The Representative<\/strong><\/p>\n Administrative Support<\/strong><\/p>\n \u00b7 Provides support to the office of the Representative by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines.<\/p>\n \u00b7 Draft and prepares correspondences, directives and comments on behalf of the Representative for his\/her signature; and follows up when required.<\/p>\n \u00b7 Prepares and maintains records, documents and control plans for the monitoring of the administrative and financial function of the office of the Representative.<\/p>\n \u00b7 Maintains filing system for office of the Representative in accordance with established classification systems and ensures the safekeeping of confidential materials and information.<\/p>\n \u00b7 Manages the schedule and work program of the Representative, including official receptions that are hosted by UNFPA.<\/p>\n \u00b7 Maintains the Representative\u2019s calendar and organizes meetings for Representative.\u00a0 Initiates and coordinates the preparation of agendas, briefing materials and other necessary documentation for meetings, workshops and conferences.\u00a0 Acts as Secretary to meetings and acts as an interpreter when required.<\/p>\n \u00b7 Keeps the Representative informed by providing relevant information, reports or status updates.<\/p>\n \u00b7 Screens all incoming calls and correspondence.<\/p>\n \u00b7 Maintains a telephone and address directory of all stakeholders, particularly frequently called persons.<\/p>\n \u00b7 Maintains protocol procedures.<\/p>\n \u00b7 Streamlines office procedures between the Representative\u2019s Office and other units.<\/p>\n \u00b7 Makes use of relevant automated office management systems for effective functioning of the Representative\u2019s office.<\/p>\n \u00b7 Responsible for the UNFPA pouch.<\/p>\n People Management & Leadership:<\/strong><\/p>\n \u00b7 Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of reports to the Representative.<\/p>\n \u00b7 Coordinates the information flow in the office and follows up on circulation files.<\/p>\n \u00b7 Facilitates information sharing between the UNCT and UN Coordination Unit.<\/p>\n \u00b7 Participates in Learning Afternoon sessions.<\/p>\n \u00b7 Exchanges relevant information and maintains an open line of communication with colleagues and his\/her supervisor.<\/p>\n \u00b7 Actively participates in CO meetings.<\/p>\n Other:<\/strong><\/p>\n \u00b7 When appropriate, undertakes other related duties assigned by the Representative.<\/p>\n Functional competencies:<\/strong><\/p>\n \u00b7 Business acumen.<\/p>\n \u00b7 Implementing management systems.<\/p>\n \u00b7 Client orientation.<\/p>\n Core Competencies:<\/strong><\/p>\n \u00b7 Values: Integrity\/Commitment to mandate, Knowledge sharing\/Continuous learning, Valuing diversity.<\/p>\n \u00b7 Managing Relationships: Working in teams, Communicating information and ideas, Conflict and self-management.<\/p>\n \u00b7 Working with people: Empowerment\/Developing people\/Performance management.<\/p>\n \u00b7 Personal Leadership and Effectiveness: Strategic and analytical thinking, Results orientation\/Commitment to excellence, Appropriate and transparent decision making.<\/p>\n UNFPA is looking for candidates who have:<\/strong><\/p>\n \u00b7 A Diploma in secretarial studies, business administration, or other related field<\/p>\n \u00b7 At least 10 years of relevant experience in national and\u00a0 international organizations<\/p>\n \u00b7 Knowledge of the United Nations systems and procedures would be an advantage.<\/p>\n \u00b7 Fluency in oral and written English.<\/p>\n \u00b7 Expertise in current office software applications.<\/p>\n \u00b7 Proficiency in UN systems (e.g. Atlas, PeopleSoft).<\/p>\n","protected":false},"excerpt":{"rendered":" Under the direct supervision of the Representative, the Personal Assistant to the Representative ensures the effective and efficient functioning of the Representative\u2019s Office.\u00a0 He\/She supports the maintenance of protocol 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