Re-Advertisement: Personal Assistant to the Director, Office of Audit and Investigation Services (OAIS), New York, G-6

Local Position: Candidates for this position must have a valid G-4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN system, or be USA Citizen or have a valid USA Permanent residency. The position is based in New York, USA.

The Position:

This position is located in the office of the Director, Office of Audit and Investigation Services (OAIS). Under the supervision of the Director and in close collaboration with both the Internal Audit Branch and the Investigations Branch, the Personal Assistant will provide critical support to, and ensure efficient day-to-day functioning of, the OAIS Directorate.

OAIS is an operationally independent office at UNFPA and reports to the Executive Director of UNFPA. The Office is responsible for supporting the achievement of the objectives of UNFPA by contributing to the improvement of its operations, risk management and results through its internal audit, investigation, and advisory services. OAIS is composed of the Office of the Director, an Internal Audit Branch and an Investigations Branch, composed of two Investigations Units and an Intake team.  

The Personal Assistant to the Director plays a critical role in the delivery of high-quality audit and investigations services by OAIS through excellent and timely administrative support provision. The Personal Assistant helps the Directorate procure key equipment and services in a timely manner, manage budget and finances appropriately, support and organize mission travels, and ensure that general administrative processes operate effectively. The Personal Associate also helps to enhance systems for directorate records management and assist in data collection and the drafting of periodic reports.  

You will report directly to the Director, OAIS.  

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:

The Personal Assistant is expected to demonstrate responsibility and initiative and act as a key administrative resource to the OAIS Director ensuring the smooth functioning of the Directorate. You will ensure confidentiality, maintenance of protocol and efficient and effective functioning of administrative support procedures. The role also ensures timely management of information flows through the Directorate, following up as necessary on deadlines agreed and commitments made. And recommends continuous standard and operational process improvements to enhance the efficiency of business practices.

You would be responsible for:

• Ensures optimal and timely communication flows between the Director and OAIS staff, other organizational units at headquarters and the field and with key external stakeholders.  
• Establishes, organizes, and maintains paper and electronic filing systems of reference materials, including confidential documents, used by the Director, as well as for internal use of the Office.
• Coordinates internal and external meetings/conferences of the Director, including meetings with high-ranking officials from the Government, UN Permanent Missions, and UN Agencies.
• Ensures efficient and effective provision of administrative support procedures for Director and OAIS Branch Chiefs.
• Specifically assist the Director in the management and coordination of the OAIS travel and vacation plans; financial disclosure reporting; ICF profile and vendor review: Directorate procurement plan: staff retreats; OAIS management and all staff meetings.
• Drafts correspondence and any other documents, as requested, for the Director’s clearance and signature of the Director. Reviews, proofreads, and edits all outgoing correspondence and reports prepared for the Director’s signature to ensure conformity with UNFPA’s guidelines and procedures.
• Undertake any other tasks as assigned by the Director.

GENERAL ADMINISTRATIVE SUPPORT SERVICES

• Ensure that administrative needs are met within existing UN/UNFPA policies; adapt processes and procedures, anticipating and managing operational requirements of the Office;
• As Directory Focal Person of OAIS Directorate, requesting email and system account profiles for new staff and consultants, as well as modifications of existing profiles.
• Undertake logistical administrative, and financial arrangements for meetings, workshops, training and retreats organized by the OAIS

FINANCIAL MANAGEMENT

• Monitor and assist in the management of the expenditure of the Directorate, identifying any issues and notifying the Director and proactively proposing remedial action;
• Prepare regular reports on expenditures and analytical reports on current and past expenditure trends;
• Ensure timely clearance of expenditures, including payments to Consultants and vendors; 
• Clear all financial related correspondence under the signature of the Director of OAIS;
• Carefully review incoming invoices, payment requests, and reimbursements for expense claims, and securing signoff and preparing for payments; and 
• Maintain receipts in the ERP system to enable processing of supplier payments.

PROCUREMENT 

• Request and verify supporting documents for new vendors before submission for approval in the Vendor Portal system; 
• Assist in the procurement of goods and services relevant to the Directorate.  

Qualifications and Experience: 

Education:  

Completed secondary level education with supplementary training in Administration/Office Management, Communication and IT systems.

Knowledge and Experience: 

• At least six (6) years relevant experience in administrative, budget, finance, and secretarial support;
• Ability to interpret rules, regulations and procedures and explain them clearly and concisely;
• Proficiency in use of spreadsheets, word processing and computerized accounting systems;
• Good writing and communications skills;
• Strong interpersonal and organizational skills;
• Experience working with UN-related finance and HR regulations, rules, policies and procedures is an asset;
• Experience working with Enterprise Resource Planning (ERP) systems such as Oracle Cloud ERP is an asset;
• Ability to work independently under pressure;
• Ability to maintain diplomacy, tact and client focus with internal and external partners.

Languages: 

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

Required Competencies: 

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, organising 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.
 

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.