Overview
The Personal Assistant (PA) provides critical senior-level, administrative, secretarial and communications support as a direct report of the Country Representative. The PA is responsible for maintaining confidentiality, managing information flow, and following up on deadlines and commitments.
Key Responsibilities
- Arranges internal and external meetings for the Representative.
- Drafts correspondence and documents and ensures distribution.
- Distributes UNFPA publications and advocacy materials.
- Manages and maintains the Representative’s filing system and updates mailing lists and office records.
- Translates incoming and outgoing correspondence.
- Prepares informal translation and acts as interpreter to and from Arabic and English.
- Arranges the Representative’s schedule and program.
- Coordinates and prepares agendas, schedules and work plans, briefing files and official receptions for high level missions.
- Liaises and follows up on pending issues with programme, administration and finance officers and associates.
- Maintains a filing system for key records related to specific issues dealt with directly by the Representative.
- Receives, screens, logs and routes correspondence requiring the Representative’s personal attention.
- Drafts correspondence, checks, and screens all correspondence prepared by other organizational units for the Representative’s signature.
- Organizes and plans the time schedule/calendar of the Representative by arranging appointments and meetings as well as travel inside and outside the country.
- Updates lists of names, addresses and telephone numbers of high level officials, ministers, coordinates of the diplomatic corps.
- Compiles booklets of business cards.
- Performs any other function/s as the UNFPA Representative may request.
Required Experience
- A minimum of six (6) years of relevant experience in administration with a high school diploma, or three (3) years of relevant experience with a bachelor’s degree.
- Experience in a PA-type role, assisting senior officials.
- Experience within the UN common system, large multinationals, IFIs, NGOs, or similar would be considered advantageous.
- Experience in research assistance.
Qualifications
- Completed Secondary Level/ High School Education is required.
- A first-level university degree is considered advantageous.
