Personal Assistant to Representative GS6, Nicaragua

The Position:

The Personal Assistant (PA) provides critical senior level, administrative, secretarial and communications support, as a direct report of 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 (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:

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 would be responsible for:

• Ensuring 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.
• Logs and routes incoming documents from the Representative to the CO Staff for action; Reviews and ensures conformity to UNFPA´s guidelines and procedures of all outgoing correspondences and submits to Representative´s signature.
• Preparing documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Representative’s needs for official trips and meetings.
• Responsible for protocol matters. Manages the Representative´s calendar and schedule of appointments and meetings. Receives high-ranking visitors/officials. Takes minutes and or notes as required, and answers and screens calls with tact and discretion.
• Undertaking logistical administrative and financial arrangements in consultation with the Operations Manager/ Operations Specialist, for meetings and workshops organized by the Representative’s Office.
• Coordinating the secretarial services of the CO, including briefing and training new secretaries, guiding other secretaries on office procedures, and distributing special administrative assignments. 
• Managing the Representative’s calendar and schedule of appointments; receiving high-ranking visitors/officials; and taking minutes as required.
• Managing all aspects of the Representative’s travel arrangements, including maintaining appropriate files and reports and monitoring the budget of the Representative’s Office;
• Assisting in the preparation and finalization of the CO Office Management Plan, including the preparation of information translations, and acting as interpreter if required.
• Assist and support the Assistant Representative with administrative and logistical matters, among others; organizing meetings and taking the notes for the minutes and  supporting the follow up of the agreements, and managing calendar and schedule of appointments.
• Assist, support and be part of the backup system implemented by the office.
• Perform other duties, if required by the Representative/Country Director.

Work Relations 

The Personal Assistant to the Representative works in close collaboration with the programme and operations staff and project personnel in the Country Office.

Qualifications and Experience: 

• Six years of relevant management administrative assistance
• Demonstrated experience in organizing meetings and workshops.
• Strong interpersonal and organizational skills.
• Proficiency in current office software applications and corporate IT financial systems.
• Good written and verbal communication skills.
   

Education:  

Completed Secondary Level Education required. A Bachelor university degree is desirable.
 

Languages: 

Fluency in English and Spanish is required.

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,

Functional Competencies:

Providing Managing data

Managing documents, correspondence and reports

Managing information and work flow

Planning, organizing 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.