As the key administrative support to the Resident 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:
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- Ensuring optimal communication flows between the Resident 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.
- Preparing documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Resident Representative’s needs for official trips and meetings.
Undertaking logistical administrative and financial arrangements in consultation with the International Operations Manager, for meetings and workshops organised by the Resident 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 Resident Representative’s calendar and schedule of appointments; receiving high-ranking visitors/officials; and taking minutes as required.
- Managing all aspects of the Resident Representative’s travel arrangements, including maintaining appropriate files and reports and monitoring the budget of the Resident Representative’s Office;
- Assisting in the preparation and finalisation of the CO Office Management Plan, including the preparation of information translations, and acting as interpreter if required.
Qualifications and Experience:
Education:
Completed High School required. First level university degree desirable.
Knowledge and Experience:
- Six years of relevant experience in administration.
- Some experience in research assistance.
- Strong interpersonal and organisational skills.
- Proficiency in current office software applications and corporate IT financial systems.
- Good written and verbal communication skills
Languages:
Fluency in English and French 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,
- Communicating for impact
Functional Competencies:
- Providing logistical support
- Managing data
- Managing documents, correspondence and reports
- Managing information and work flow
- Planning, organising and multitasking
Managerial Competencies (if applicable):
- Providing strategic focus,
- Engaging in internal/external partners and stakeholders,
- Leading, developing and empowering people, creating a culture of performance
- Making decisions and exercising judgment
