Personal Assistant to Deputy Executive Director (Management), Office of the Executive Director, New York, G-6

The Position:

The Personal Assistant provides senior level communications, administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made. The Personal Assistant also provides organizational functions to the Office of the Executive Director in terms of:

• providing effective communications support;
• ensuring facilitation of knowledge building and management;
• providing logistical support; and coordinating the secretarial services.

The Personal Assistant to the Deputy Executive Director (Management) (DED/M) is located in the Office of the Executive Director, UNFPA.

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.

Main Tasks & Responsibilities:

• Ensures optimal communication flows between the Office of the DED/M, other HQ Divisions of the Fund, Regional Offices, and higher counterparts outside the Fund;
• Logs and routes incoming documents from the DED/M to relevant stakeholders for action; reviews and ensures conformity to UNFPA’s guidelines and procedures of all outgoing correspondences and submits for the DED'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 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 DED/P’s needs. This includes preparation of information and/ or briefs, summaries and background documentation required by the DED/M for all official missions and special meetings;
• Assembles briefing materials and prepares power-points and other presentations including computer generated visuals such as graphs. Undertakes logistical and administrative arrangements in consultation with the Special Assistant to the DED/M, for meetings and workshops organized by the DED/M's Office;
• Sets up and monitors the electronic and hard filing system and a follow-up system. Organizes and maintains the filing system for the DED/M’s Office. Maintains up-to-date electronic mailing lists;
• Responsible for protocol matters. Manages the DED/M’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 DED/M. Sets up and manages administrative files on the DED/M’s mission travel, mission reports, administers the DED/Ms ’s leave attendance, and coordinates the preparation and updating of the DED/M’s travel plans;
• Assists in the preparation and finalization of the Annual Work Plan;

• Provide support to Special Assistant of DED-M, and backstop PA to DED-P.
   

Qualifications and Experience 

Education:  

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

Knowledge and Experience: 

• Six years of relevant experience in administration.
• Previous experience providing executive level support in the UN, along with knowledge of protocol, is an advantage;
• 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 English; knowledge of other official UN languages is an asset. 

Required Competencies 

Values:

• Exemplifying integrity, 
• Demonstrating commitment to UNFPA and the UN system, 
• Embracing diversity in all its forms, 
• 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 workflow, 
• Planning, organizing and multi-tasking, 
• Supporting financial data analysis.

Note

Please note that applicants applying for UNFPA General Service position located in USA must have a valid G-4 visa (granted on the basis of the duty station being USA), USA Citizenship or USA Permanent Residency at the time of application.

Compensation and Benefits\

This position offers an attractive remuneration package including a competitive net salary plus cost of living adjustment, rental subsidy, education grant, home leave, 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.