Personal Assistant to the Director, Technical Division, G-6, New York

SPECIAL NOTE:
Applicants applying for UNFPA General Service posts located in New York must have a valid G-4 visa or U.S. Permanent Residency or U.S. Citizenship at the time of their application. 

Additionally, applicants must have passed the UN Clerical Test (GGST/ASAT) in order to be
eligible to be appointed to this position.
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The Position:

This position is located in the office of the Director, Technical Division. Under the supervision of the Director and in close collaboration with the Special Assistant to the Director, the Personal Assistant will provide critical support to, and ensure efficient day-to-day functioning of, the Technical Division Director’s Office and the Directorate.

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:

The Personal Assistant is expected to demonstrate responsibility and initiative and act as a key administrative resource to the TD Director ensuring the smooth functioning of the Director’s office and the Directorate. They will ensure confidentiality, maintenance of protocol and efficient and effective functioning of administrative support procedures. The role also ensures timely management of information flows through the Directorate, following up as necessary on deadlines agreed and commitments made. And recommends continuous standard and operational process improvements to enhance the efficiency of business practices.

You would be responsible for:

• Ensures optimal and timely communication flows between the Director and TD staff, other organizational units at headquarters regional office and country offices, and the field and with key external stakeholders. Conducts effective follow-up on all actions to be taken in and outside the Division and serves as focal point for the Correspondence Database System (CDBA)
• Establishes, organizes, and maintains paper and electronic filing systems of reference materials, including confidential documents, used by the Director, as well as for internal use of the Division.
• Assembles briefing materials and contribute to power-point and other presentations including computer generated visuals such as graphs for the Director of the Division;
• Drafts correspondence and any other documents, as requested, for the Director’s clearance and signature of the Director. Reviews, proofreads, and edits all outgoing correspondence prepared for the Director’s signature to ensure conformity with UNFPA’s guidelines and procedures.
• Prepares travel authorizations and make travel arrangements for the Director and the TD Directorate;
• Manages the Director’s calendar and schedule of appointments; arrange meeting with partners and stakeholders and receives high-level visitors; and arranges audio and video conferences.
• Undertakes logistical administrative, and financial arrangements for technical meetings, workshops, staff training, hospitality events and retreats organized by the Office of the Director.
• Maintains directory and business data and high-level contact that includes profiles and telephone lists.
• Maintains an up-to-date mailing list for all external partners and counterparts.
• Ensures efficient and effective provision of administrative support procedures for Director and TD Branch Chiefs liaising as necessary with relevant business units.
• Maintains Director’s to do lists.
• Serves as the Technical Division global directory focal point and manages office leave calendars.
• Monitors the delivery of routine organizational requirements.
• Conducts detailed research for information, organizes materials and supports in the preparation of briefing notes/statements/presentations/spreadsheets. 
• Manage and complete small projects as requested by the Director and participate as a team member in larger divisional or organizational projects. 
• Undertake any other tasks as assigned by the Director. 

Qualifications and Experience: 

Education:  

Completed secondary level education with supplementary training in Administration/Office Management, Communication and Computers. 

Knowledge and Experience:  

• 6 years experience in administrative and secretarial support.
• Good drafting and writing skills, knowledge on program for visual presentation like Canva. 
• Some background in fiduciary matter desirable
• Highly motivated 
• Ability to work independently under pressure
• Strong interpersonal and organizational skills.
• Ability to maintain diplomacy, tact, confidentiality and client focus with internal and external partners

Languages: 

• Fluency in English; knowledge of other official UN languages, preferably French and/or Spanish, is desirable.

   

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 logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information and work flow
• Planning, organising 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.