Job Description
The Position:
The Personal Assistant (PA) to the Representative is located in the UNFPA Afghanistan Country Office (CO) and reports to the 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 new strategic plan (2018-2021), 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 are transparent, and exceptional in how they manage the resources entrusted to them and who commit to delivering excellence in program results.
Job Purpose:
The PA provides senior-level communications, administrative and secretarial support, maintaining full confidentiality in all aspects of assignments, maintenance of protocol procedures, information flow, and follow-up on deadlines and commitments made. The PA also provides organizational functions to the Afghanistan CO in terms of providing effective communications support; ensuring facilitation of knowledge building and management; providing logistical support; and coordinating the secretarial services.
You would be responsible for:
Ensures optimal communication flows between the Representative and the staff of the Afghanistan CO, as well as external counterparts, through effective use of written, verbal, and electronic communication.
Logs and routes incoming documents from the Representative to the Afghanistan CO staff for action; reviews and ensures conformity to UNFPA’s guidelines and procedures of all outgoing correspondences and submits for the Representative’s signature.
Drafts non-substantive correspondence takes dictations and types correspondence, documents, and reports ensuring that spelling, punctuation, and format are correct; and in consultation with other Afghanistan CO personnel responds to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner.
Researches files, collects requested information, and organizes material to meet the Representative’s needs. This includes preparation of information and/ or briefs, summaries, and background documentation required by the Representative for all official missions and special meetings.
Assembles briefing materials and prepares PowerPoint and other presentations including computer-generated visuals such as graphs.
Undertakes logistical administrative, and financial arrangements in consultation with the Operations Manager/ Operations Specialist, for meetings and workshops organized by the Representative’s Office.
Sets up and monitors the filing system and a follow-up system for the Afghanistan CO. Organizes and maintains the filing system for the Representative’s Office. Maintains up-to-date electronic mailing lists.
Briefs and trains new secretaries gives guidance to other secretaries on office procedures, and coordinates the secretarial services of the CO, distributing special assignments to the secretaries.
Responsible for protocol matters and liaising with Ministries, Embassies, and high-level development partners. 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.
Makes travel arrangements for the Representative. Monitors the budget of the Representative’s Office, sets up and manages administrative files on the Representative’s mission travel, and mission reports, administers’ the Representative’s leave attendance, and coordinates the preparation and updating of the Representative’s travel plans.
Assists in the preparation and finalization of the Afghanistan CO Office Management Plan. Prepares information translations and may act as interpreter as required.
Any other duties assigned by the Representative
Work Relations
Internal contacts include other secretaries in the CO, the Deputy Representative, the Assistant Representative, members of the Afghanistan CO’s program/technical support team, the Operations Manager, and members of the CO’s administrative support team, HQ, ROs, and SROs to resolve policy and procedural issues and region-specific issues. External partners include project implementation partners of the CO, academic institutions, professional societies, NGOs, IGOs, and libraries and databases for research assistance.
Qualifications and Experience:
Education:
Completed Secondary Level Education required. First-level university degree desirable.
An additional certificate of formal training from a recognized institution in the area of office administration/management and Secretarial Studies is an asset.
Knowledge and Experience:
Minimum of six (6) years of working experience in administration and/or senior secretarial level is required;
Excellent communication skills and the ability to draft correspondence in a clear, accurate, and concise manner; Possession of tact and discretion;
Strong interpersonal, planning, organizational, and multi-tasking skills and the ability to work independently whilst managing conflicting priorities with minimum supervision;
Some experience in research assistance, and a general understanding of program support, monitoring, and evaluation is desirable;
Previous work experience and knowledge of protocols within the United Nations is an additional advantage;
Ability to work harmoniously in a multi-cultural and multi-ethnic environment respecting cultural and religious diversity;
Some experience in research assistance;
Computer literacy - Word, Excel, PowerPoint, etc.;
Good knowledge of Atlas/PeopleSoft;
Languages:
Fluency in English and local languages (Dari, Pashto)
Required Competencies:
Values:
Exemplifying integrity,
Demonstrating commitment to UNFPA and the UN system,
Embracing cultural diversity,
Embracing change
Functional Competencies:
Managing the organization’s financial resources
Providing procurement services
Ensuring facilities and assets management
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
To apply, click or copy/paste below link:
https://estm.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/…;
Compensation and Benefits:
This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
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.