Fixed Term, Annual, Renewable

UNFPA/IND/2016/006-Senior Secretary/Programme Assistant

21 October 2016

New Delhi, India

Main tasks and responsibilities

  1. Provides Secretarial Support to relevant staff in the Programme Unit with focus on the following:
  • Preparation/editing/formatting of correspondence, emails, faxes, memoranda, reports, documents and/or presentations using standard software. Arranging appointments, scheduling meetings, receiving visitors, screening phone calls, making travel arrangements and responding to requests for information;
  • Take dictation for critical correspondence and ensure their proper recording. Prioritize and bring critical matters to the attention of the supervisor.
  • Retrieves information speedily by maintaining electronic and paper filing and other systems.
  • Ensures availability of relevant factual information and supporting documentation highlighting key issues and providing appropriate detail for use in meetings, conferences and other events.



  1. Provides administrative support to the Programme Unit with focus on the following:
  • Plans, schedules and co-ordinates travel and logistics for meetings, conferences and special events. 
  • Prepare and process checklists relating to payment requests, etc.
  • Assist in coordinating the visits and programmes for national and international missions, including collection and collation of briefing material, etc, as required.
  • Tracks, monitors and indents stationery items and office supplies etc. to ensure adequate resources are available.
  • Maintain roster of consultants, partners in electronic form using standard/customized software.
  1. Support the provision of the Technical Assistance and management of Programme/Projects with focus on the following:
  • Assist in preparation of Grants, Annual Work Plans and other similar contracts of Programme nature.
  • Provides support in creation of projects in Atlas, preparation of budget/workplan revisions as well as facilitating operational and financial closure of a project.
  • Assistance in generating various programme module reports in ATLAS.
  1. Supports ATLAS functions in Country office with focus on the following:
  • Creation of requisitions in Atlas for projects, making budget check for requisitions.
  • Receipt data entry for goods and services in Atlas.
  • Programme data entry in the ATLAS programme module and generation of reports.