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National Post: Personal Assistant to Representative

3 months ago

Delhi, Delhi, India UNFPA Full time

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 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.


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 logístical 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 researching and collating material to meet the Representative's needs for official trips and high level meetings.
  • Managing the Representative's calendar and schedule of appointments; receiving highranking 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.
  • Maintain and follow protocol procedures and the safety measures of the Representative.
  • Facilitate and prepare briefing documents for the Representative's appointments, meetings and missions.
  • Maintain databases of highlevel partners and telephone lists (Diplomatic Corps, United Nations Agency, Government list; NGOs, Civil Society, etc.).
  • Prepare correspondence, instructions, comments from the Representative for her signature and followup as necessary.
  • 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.
  • 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 adhoc meetings + advocacy events, preparation of minutes and summaries of action to be taken, tracking of progress on planned issues, followup with focal points.
  • Undertake logístical, 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.
  • Provide any necessary assistance to UNFPA staff and partners during various missions, meetings, conferences and events.
  • Participate actively in the implementation of the UNFPA's commemorative days, and "UN CARE" program.
  • Participate in the planning and organization of major CO events, conferences, workshops, etc.
  • 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.
  • 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 Repr