Personal Assistant to the Rep., Honduras CO, GS6

The Position:

As the key administrative support to the Country Representative, is responsible for maintaining full confidentiality, upholding protocol, managing information flow, and following up on deadlines and commitments.  Also facilitate knowledge building and management; support the CO Representative in the Human Resources matters; as well as in learning activities.

The Personal Assistant to the Representative is located in Country Office (CO) and direct report of the Country Representative.

Major Activities/Expected Results

• 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.
• 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.
• 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.
• Supports the recruitment and selection process applying best practice HR tools and mechanisms, advises and briefs managers and project personnel on different types of contracting modalities, HR policies and benefits.
• Serve as Focal Point of the Learning-in-action community that includes managers, learning champions and team coaches in LAC, with the objective to exchange information about learning resources, to plan learning activities together, and to help LAC region to potentiate the learning opportunities for the teams
   

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.

Job Requirements

Education: 

Completed Secondary Level Education required. First level university degree desirable.

Knowledge and Experience: 

• Six years of relevant experience in administration 
• Experience in human resources recruitment process 
• Some experience in research assistance.
• Strong interpersonal and organizational skills.
• Proficiency in current office software applications and corporate IT financial systems.
• Good written and verbal communication skills.

Languages:

Fluency in Spanish; knowledge of English (intermediate level).

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, 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.

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.