Programme Assistant for Communications, G5, FTA, LACRO, Panama City, Panama

The Position:

The Programme Assistant for Communications is based in the Regional Office (RO) for Latin America and the Caribbean.  Under the overall guidance and direct supervision of the Regional Communications Adviser (RCA) and with a dotted line to the Regional Resource Mobilization and Partnerships Adviser (RMA), the Programme Assistant for Communications provides research, administrative and secretarial support, maintaining full confidentiality in all aspects of the assignment, adhering   protocol procedures, managing information flow, and ensuring follow up on deadlines and commitments. The Programme Assistant also works in close collaboration with the Operations Manager and their r team to ensure timely support on operational matters.

Internal partners include assistants to the Regional Director, Deputy Regional Director and additional regional advisors; the regional network of communications staff; and the Sub-regional Office (SRO) in the Caribbean, Country Offices (COs) and HQ staff. External partners include service providers, consultants, journalists, NGOs/IGOs, donors, and other UN agencies. 

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 incumbent will provide communications, administrative and secretarial support. They also ensure facilitation of knowledge building and management, and logistical support.

You would be responsible for:

• Communication and Information Management
• Event and Project Support
• Administrative and Executive Support

Communication and Information Management

• Ensure optimal communication flows with internal and external partners and within the Communications and Resource Mobilization and Partnerships teams through effective use of written, verbal and electronic communication.
• Review incoming correspondence, collect and prepare necessary information to reply, ensuring correct spelling, punctuation and formatting; and draft and finalize responses to routine matters.
• Collect and prepare information, briefs, summaries, and background documentation required by the RCA and RMA for duty travel and special meetings; create Power Point presentations and similar material, including graphs, charts and multimedia content.
• Manage and maintain an online filing system for records and resources, including audio-visual materials; maintain up-to-date electronic mailing lists up to date (internal and external). Ensure that information is accurate, organized and readily accessible.
• Support knowledge management by proactively collect and document best practices in Resource Mobilization and Communications across the region, ensuring the creation and maintenance of an accessible repository for future reference and capacity-building initiatives.
• Use corporate and third-party tools to organize, archive and share documents and to publish on the UNFPA website in Spanish, when required. 

Event and Project Support

• Undertake tasks related to office branding, inventory, event logistics, staff travel, purchases, procedures and budgets.
• Collaborate with staff in the Regional Office, the SRO and COs to ensure successful execution of special projects, audiovisual productions, and events.
• Support capacity development activities, meetings, and conferences organized by the RCA, RMA, or regional high-level events in Panama and the wider region by coordinating logistical arrangements in consultation with the LACRO Operations team and relevant units. This includes: 
  • Engage with facilitators, caterers, and hosts to ensure smooth execution. Arrange suitable times by liaising with participants to confirm availability. 
  • Collaborate with budget focal points and sections to manage costs and resource needs. 
  • Prepare and distribute comprehensive background materials for participants attending meetings and workshops.
• Foster strong partnerships with vendors, service providers, and consultants, as well as relevant UNFPA colleagues in Human Resources, Operations, Programme, and other teams, to ensure seamless collaboration on interpretation, equipment rental, graphic design, audiovisual production, merchandising, printing, session development, hosting, and related services. 

Administrative and Executive Support

• Manage the RCA´s and RMA´s calendar and schedule of appointments and meetings; organize and record the monthly regional calls for both teams; take minutes and/or notes as required; prepare informal translations, as needed.
• Carry out and follow up on all administrative tasks related to the RCA and RMA duty travel; set up and manage administrative files on the RCA’s mission travel/mission reports; and coordinate the preparation and updating of the RCA and RMA travel plans. Prepare invitations and support with the travel arrangements for special guests and invitees as required.
• Perform any other duties, as may be required by the RCA and RMA. 
• Carry out any other duties as may be required by UNFPA leadership. 

Qualifications and Experience: 

Education:  
Completion of secondary education is required, preferably supplemented by technical or university courses related to the work of the organization.

Knowledge and Experience: 

• Strong organizational, interpersonal, communication, and administrative skills.
• Proven ability to manage work routines and processes with minimal supervision.
• Experience in planning and managing public events.
• Proficient in Microsoft Office and Google Workspace tools.
• Previous experience within the UN is an advantage.
• Experience using Enterprise Resource Planning (ERP) is an asset.
• Knowledge of UNFPA mandates, policies, and guidelines is an asset.

Languages: 

Fluency in Spanish is required. English working knowledge. Other official UN languages, preferably French and Portuguese, are desirable. 
 

Required Competencies: 

Values:

•     Exemplifying integrity

•     Demonstrating commitment to UNFPA and the UN system

•     Embracing cultural diversity

•     Embracing cultural diversity

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 documents, correspondence and reports

•     Managing information and workflow

•     Planning, Organizing and multi-tasking

•     Job knowledge/technical expertise

Other Desirable Skills:

•     Initiative, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.
 

Compensation and Benefits:

 This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.
 

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. 

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. 

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.