Personal Assistant to the Representative

Job Identification: 22505
Posting Date: 29/11/2024, 17:16
Apply Before: 14/12/2024, 06:59
Job Schedule: Full time
Locations: Lilongwe, Malawi
Grade: G6
Vacancy Type: Fixed Term
Rotational/Non Rotational: Non-Rotational
Contract Duration: 1 Year with Possibility for extension
Education & Work Experience: High School certificate
Required Languages: English
Desired Languages: French
Vacancy Timeline: 2 Weeks
Job Category: Administration/Operations/Support

The Position:

Under the direct supervision of the Representative, the Personal Assistant to the Representative will provide 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.

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.

Job Purpose:

You would be responsible for:

• Coordinates and monitors relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines.
• Effectively provides general research support from records, reports and prepares periodic and ad hoc reports on programme and project activities.
• Prepares and maintains records documents and control plans for the monitoring of administrative and financial function of the office of the Representative.
• Manages the schedule and work program of the Representative, including official receptions.
• Keeps the Representative informed by providing relevant information, reports or status updates.
• Maintains telephone and address directory of all stakeholders, particularly frequently called persons.
• Organizes meetings for Representative; initiates and coordinates preparation of agenda and necessary documentation for meetings as well as workshops and conferences; acts as Secretary to the meetings.
• Maintains filing system for office of the Representative in accordance with established classification system.
• Draft routine correspondence.
• Act in accordance with the Standards of Conduct for the International Civil Service.
• Demonstrate loyalty and commitment to the aims, principles and purposes of the UN system and UNFPA.
• Perform other administrative and logistic support duties as required.

Qualifications and Experience: 

Education:  

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

Knowledge and Experience: 

• Six years of relevant experience in administration or office management.
• Incumbent is expected to have thorough knowledge and use of all relevant computer software applications.

Languages: 

Fluency in English; knowledge of other official UN languages, preferably French is desirable.

Required Competencies: 

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies: 

Functional Competencies:

• Providing logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and workflow
• Planning, organizing and multitasking
• Supporting financial data analysis

Compensation and Benefits:

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

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA’s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants’ bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

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