Personal Assistant to the Head of Office

Role Specification

UNFPA Argentina is looking for a Personal Assistant to perform a variety of administrative tasks and support the Head of Office. The personal Assistant’s responsibilities include managing calendars, making travel arrangements, and preparing reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. 

Background Information

UNFPA works to improve the lives of people in more than 150 countries around the world, which are home to 80 percent of the world's population. In Latin America and the Caribbean region and sub-region, UNFPA has offices in 30 countries. 

UNFPA is the leading 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 focuses on three transformative results: to end preventable maternal deaths; end the unmet need for family planning; and end gender-based violence and harmful practices.

In a world where fundamental human rights are at risk, we need principled and ethical personnel, who embody these international norms and standards, and who will defend them courageously and with full conviction.

Under the guidance and supervision of the Head of Office, the Personal Assistant provides administrative and secretarial support, maintaining full confidentiality in all aspects of the assignment, maintenance of protocol procedures, information flow, and follow-up on deadlines and commitments made.

Organizational Setting

The incumbent performs senior-level communications, administrative and secretarial support to the HoO in close collaboration with the Programme and Administrative Team. The incumbent also provides organizational functions of the office in terms of providing effective communications support to the office; ensure the facilitation of knowledge building and management and logistical support.

Main Tasks & Responsibilities

● Ensure optimal communication flows between the Country Office and the Programme and Administrative Team and other Units (LACRO and HQs) as well as external counterparts, through effective use of written, verbal and electronic communication;

● Log and route incoming documents from the HoO to the office staff for action; review and ensure conformity to the Fund’s guidelines and procedures of all outgoing correspondence submitted for the HoH signature;

● Review incoming correspondence, collect and prepare necessary information for the HoH’s reply/action; take dictations and types correspondence, documents and reports ensuring that spelling, punctuation, and format are correct; and draft and finalize responses to routine matters;

● Prepare information and/or briefs, summaries, and background documentation required by the HoH for all official missions and special meetings; and prepare power point and other presentations, including computer-generated visuals such as graphs;

● Maintain an office filing system and assist in archiving, and maintaining up-to-date electronic mailing lists;

● Undertake logistical administrative and financial arrangements, in consultation with the Administrative and Finance Area, for meetings and workshops organized by the CO;

● Manage the HoO´s calendar and schedule of appointments and meetings; receive high-ranking visitors/officials; take minutes and/or notes, as required; prepare informal translations and may act as interpreter, as required; and answer and screen calls with tact and discretion;

● Make travel arrangements for the HoO; set up and manage administrative files on the HoO’s mission travel/mission reports; and coordinate the preparation and updating of the travel plan for the HoO and the Programme and Administrative Team;

● Perform any other duties, as may be required by the HoO.

Required Competencies

Logistical support

Managing data, documents, correspondence and reports

Managing information and workflow

Planning, organizing and multitasking

Job knowledge/technical expertise

Logistical support

Managing data, documents, correspondence and reports

Managing information and workflow

Planning, organizing and multitasking

The 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.

Values

Integrity: 

Maintains consistent values and performance standards and expresses UN/UNFPA core values in all functions and roles. Exercises critical judgment and follows utmost discretion in respect of confidentiality when analyzing key sensitive financial and budgetary data to contribute to the improved fulfillment of the mandate of UNFPA. 

Client Orientation:

Contributes to positive outcomes for the client by anticipating and addressing his/her needs and concerns. Contributes positively to an enabling environment for a smooth relationship between a client and service provider. 

Cultural diversity 

Demonstrates inclusive behavior towards all colleagues and stakeholders, successfully developing cross−cultural (including organizational culture across the UN system) relationships. Adapts programme/project implementation to take account of political, religious and cultural context. Actively promotes gender equity and diversity in all programme activities as well as in his/her daily tasks. 

Innovation/Embracing change 

Demonstrates curiosity and applies imagination and creativity when resolving challenges and bottlenecks around business operations. Applies tolerance towards differential points of view and shows awareness of business operations as an evolving area of UN reform for more effective and efficient implementation. 

Accountability 

Accepts the responsibility for accurate and precise maintenance of data. Ensuring trial and double checking of data to minimize error. 

Qualifications and Experience

Education:

Completed secondary level education required. First-level university degree in Finance, Public Accounting and/or related areas is highly desirable. 

Secondary degree. Desirable advanced student or recently graduated professional in Administration, Economic Sciences, Economics or related careers.

Knowledge and Experience: 

-6 years’ previous experience in secretarial/administrative functions for a school degree or 3 years of experience for a university degree 

-Some experience in research assistance;

-Previous experience in the UN and knowledge of protocol is an advantage;

-Strong interpersonal and organizational skills;

-Computer literacy - Word, Excel, PowerPoint, etc.

-Good writing and communication skills.

Languages:

Fluency in Spanish and English is required. Working knowledge of another official UN language is desirable. 

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Scam warning

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.