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DEADLINE: 22 MAY 2024

 

Job Description

Personal Assistant to Representative

Job title: Personal Assistant to Representative

Level: GS-6

Position Number: 4584

Location: New Delhi, India

Full/Part-time: Full-Time

Fixed term/Temporary: Fixed Term

Rotational/Non-Rotational: Non-Rotational

Duration: One year (renewable) 

The Position:

The Personal Assistant (PA) provides senior-level administrative, secretarial, and communications support to the Representative, ensuring full confidentiality in all aspects of the assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made. Reports to 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 focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. 

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 who transform, inspire, and deliver high-impact and sustained results; we need staff who uphold the values enshrined in the United Nations Charter, who are transparent, exceptional in how they manage the resources entrusted to them and who commit to delivering excellence in programme results.

Job Purpose:

As the key administrative support to the Country Representative, you will be responsible for maintaining full confidentiality, upholding protocol, managing information flow and following up on deadlines and commitments.  You will also facilitate knowledge building and management; provide logistical support; support communications; and coordinate secretarial services.

You will be responsible for:

• 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 research and collate 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 and monitoring the budget of the Representative’s Office.

1. Maintain and follow protocol procedures and the safety measures of the Representative.
2. Facilitate and prepare briefing documents for the Representative's appointments, meetings and missions.
3. Maintain databases of high-level partners and telephone lists (Diplomatic Corps, United Nations Agency, Government list; NGOs, Civil Society, etc.).
4. Prepare correspondence, instructions, comments and from the Representative for her signature and follow-up as necessary.
5. 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.
6. Draw the Representative's attention to important/urgent documents in case of need to meet deadlines.

Support the programme, administrative and financial management of the Country Office

• Organize regular and ad-hoc meetings + advocacy events, preparation of minutes and summaries of action to be taken, tracking of progress on planned issues, and follow-up with focal points..
• Undertake logistical, administrative, and financial arrangements in consultation with the Operations Manager/ Operations Specialist, for meetings and workshops organised by the Representative’s Office.
• Coordinate the secretarial services of the CO, including briefing and training new assistants, guiding others on office procedures, and distributing special administrative assignments. 
• Perform the role of Buyer in Atlas/Quantum(when assigned), enter data and prepare PO’s to support implementation of the country programme.
• Submit and track the Representative's claims upon return from missions.

1. Provide any necessary assistance to UNFPA staff and partners during various missions, meetings, conferences and events.
2. Participate actively in the implementation of the UNFPA's commemorative days, and "UN CARE" program.
3. Participate in the planning and organization of major CO events, conferences, workshops, etc. 
4. Support for advocacy and Implementation of the CO’s resource mobilization strategy by compiling and synthesizing relevant background materials for use in discussions and public events.
5. Act as a backup on selected functions to other Programme Associates during their absence.

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). 

1. Ensure the secretariat of management meetings, follow up on deadlines, decisions and actions taken, and coordinate the compilation of data and/or submission of reports to the Representative.
2. 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 provided by headquarters. 
• Support Programme Teams to develop and produce CO knowledge products, and maintain networks of knowledge institutions, academia, etc. for knowledge sharing. 

Other:

• Carry out any other duties as may be required by the supervisor.

Qualifications and Experience: 

Education: 

Completed Secondary Level Education is required.  

First level university degree in Public Administration, Business Management or other related disciplines is desirable.   

Knowledge and Experience: 

• At least 6 years (with high school certificate) or 3 years (with Bachelor degree) 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); knowledge of one or more of the official local languages is desirable. Other official UN languages are an asset. 

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 and 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 with internal/external partners and stakeholders,
• Leading, developing and empowering people, creating a culture of performance
• Making decisions and exercising judgment

Compensation and Benefits: 

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

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

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.