Job Description

The Position:

As the key administrative support to the Country Representative, is responsible for maintaining full confidentiality, upholding protocol, managing information flow, and following up on deadlines and commitments.  Also facilitate knowledge building and management; support the CO Representative in the Human Resources matters; as well as in learning activities.

The Personal Assistant to the Representative is located in Country Office (CO) and direct report of the Country Representative.

 

How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person's potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

 

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

 

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

 

Major Activities/Expected Results

Ensuring 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.

Preparing documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Representative’s needs for official trips and meetings.

Undertaking logistical administrative and financial arrangements in consultation with the Operations Manager/ Operations Specialist, for meetings and workshops organized by the Representative’s Office.

Coordinating the secretarial services of the CO, including briefing and training new secretaries, guiding other secretaries on office procedures, and distributing special administrative assignments. 

Managing the Representative’s calendar and schedule of appointments; receiving high-ranking visitors/officials; 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 CO Office Management Plan, including the preparation of information translations, and acting as interpreter if required.

Supports the recruitment and selection process applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on different types of contracting modalities, HR policies and benefits.

Serve as Focal Point of the Learning-in-action community that includes managers, learning champions and team coaches in LAC, with the objective to exchange information about learning resources, to plan learning activities together, and to help LAC region to potentiate the learning opportunities for the teams
 

Work Relations

The Personal Assistant to the Representative works in close collaboration with the programme and operations staff and project personnel in the Country Office.

 

Job Requirements

Education: 

Completed Secondary Level Education required. First level university degree desirable.

 

Knowledge and Experience: 

Six years of relevant experience in administration 

Experience in human resources recruitment process 

Some experience in research assistance.

Strong interpersonal and organizational skills.

Proficiency in current office software applications and corporate IT financial systems.

Good written and verbal communication skills.

 

Languages:

Fluency in Spanish; knowledge of English (intermediate level).

 

Values:

Exemplifying integrity, 

Demonstrating commitment to UNFPA and the UN system,

Embracing cultural diversity, 

Embracing change 

 

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 

 

Functional Competencies:

Providing logistical support

Managing data

Managing documents, correspondence and reports

Managing information and work flow

Planning, organizing and multitasking 

 

Compensation and Benefits:

 

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Apply Before: 26/06/2023

Disclaimer: 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Apply here:

https://estm.fa.em2.oraclecloud.com/hcmUI/faces/FndOverview?macKey=QOEA…