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Personal Assistant to the Representative Job Vacancy

UNFPA is pleased to announce the following position in its Kenya Country Office (KCO).

The position is open to interested Kenyan nationals who should submit their applications as well as P-11 forms which can be accessed through ( to the undersigned address by 23 December, 2011.

Candidates can also submit their applications by e-mail before the deadline.

Only short-listed candidates for the advertised positions will be contacted.

UNFPA reserves the right to support at the indicated or lower level.

Vacancy No: VA/FPA/KEN/06/2010

Post Title:
 Personal Assistant to the Representative

Duty Station:
 Nairobi, Kenya


Duration of Appointment:
 One year, renewable subject to need, availability of funds and satisfactory performance

Organisational Unit:
 UNFPA Kenya Country Office

Background and Job Purpose

Under the guidance of the UNFPA Representative and the Deputy Representative performs senior-level administrative duties as well as organizational and coordinating functions; is responsible for protocol matters and the effective functioning of the office of the Representative.

Duties and Responsibilities


  • Keeps track of correspondences requiring action, follow-up and provide feedback to the Representative in good time for respect of deadlines.
  • Drafts non-substantive correspondence at own initiative and ensure follow-up. Performs tasks with minimal supervision.
  • Types correspondence, documents and reports.
  • Undertakes timely and professional preparation of outgoing mail for the Representative and Deputy Representative.
  • Manages all internal and external queries and requests, responding and re-directing accordingly.
  • Screens telephone calls, and answer queries with tact and discretion.
  • Reviews correspondences and leave requests to ensure that they are correctly typed and completed before presentation for Representative’s approval.
Calendar and Agenda/Internal Meetings:
  • Schedules meetings for the Representative and Deputy Representative, and maintains their calendars.
  • Manages requests for meetings by key stakeholders, office staff and partners and other outside parties.
  • Maintain a weekly schedule of all official meetings involving staff participation and maintains the weekly matrix of actions to be taken by staff.
  • Participates in Programme Meetings and follows up on relevant actions raised. Inform staff of such meetings in advance.
  • Coordinates protocol matters efficiently in liaison with the Operations Unit. Prepares relevant correspondence to the Ministry of Foreign Affairs and undertakes follow-up action. Receives high delegation missions with a high level of professionalism.
Travel Arrangements:
  • Undertakes all travel arrangements for the Representative and Deputy Representative, namely; follow up on ticket, visa, travel authorization and DSA, hotel and other transport requirements (airport transfers). Follows up to ensure that Travel Claim Forms and Travel Reports are submitted in a timely manner.
  • Prepares detailed itineraries for official missions for use by the Representative and Deputy Representative.
  • Prepares and processes Travel Authorizations (local and international) for all staff due to take up missions.
Event Coordination/Public Relations/Internal Meetings:
  • Proactively undertakes, in liaison with the operations unit, preparation, facilitation and coordination of hospitality functions, donors and stakeholders meetings.
  • Receives, reviews and appropriately direct official invitations to events, meetings and hospitality functions.
  • Undertakes appropriate research for the Representative and Deputy Representative in regards to invitations received in order to avail adequate information.
  • Assists in the development of background material for presentations in relations to events, meetings, conferences.
  • Receives guests/delegations/missions while projecting a positive image of the organization.
  • Prepares presentable detailed itineraries/programmes for events, meetings, conferences, dinners, among others
  • Maintains relevant events databases e.g. guest lists, invitations list distribution, name badges, seating plans etc.
  • Coordinates with the Operations Unit (Procurement) to ensure venues are secured for events.
  • Provides logistical support for various international/local meetings, workshops, etc.
  • Provides backstopping assistance to organizing seminars/workshops for UNFPA office/Projects.
  • Participate in the Quarterly meetings organized for the UNFPA-Funded projects and office retreat.
  • Liaise closely with and support the Resident Coordinator’s Office on special events, meetings, missions and update UNFPA Representative on a daily basis.
General Administrative Work:
  • Maintains confidential work and files for UNFPA Representative and Deputy Representative.
  • Maintains important contact details (SMT/UNCT/Donors/Partners/Key Stakeholders) for easy access and use by the Representative and Deputy Representative.
  • Prepares briefing materials for Representative/Deputy Representative for use on their official trips or special meetings.
  • Ensure that relevant factual information, briefs and supporting documentation is provided for meetings and events.
  • Coordinates transport requirements for the Office of the Representative and Deputy Representative.
  • Liaises with the operations unit as necessary with regards to office requirements.
  • Performs liaison duties with other units. Assists other Administrative/Programme Assistants in the logistics for preparations/arrangements for incoming/outgoing mission and staff from Headquarters, Africa Regional Office and Sub-Regional Office.
  • Provides backstopping assistance in organization of meetings, workshops and seminars.
  • Participates in the quarterly meetings organized for the UNFPA-Funded projects and office retreats and follows up on actions from decisions reached.
  • Manages filing and records.
Required Competencies
  • The necessary business acumen
  • Integrity and commitment to mandate
  • Takes responsibility for personal learning and career development
  • Values diversity
  • Works collaboratively with colleagues
  • Remains calm, composed and patient and avoids unproductive conflict.
  • Empowerment/Developing people/Performance management
  • Result Oriented/committed to excellence.
  • Bachelors Degree in Business Administration, Arts (Communication), Public Relations
  • Minimum 5 years of professional experience as a Personal Assistant/Executive Assistant to the Representative/Director General/Managing Director/Chief Executive Director of a busy Corporate firm/UN Agency/International Organization.
  • Additional qualifications such as diploma/certificate in communications, public relations are desirable.
  • Strong writing and oral communication skills.
  • Proficiency in word processing and other computerized applications.
  • A good command of the English language, both written and spoken, good drafting skills and preferably a working knowledge of a second UN language; knowledge of Kiswahili.
Applications with a current CV and a copy of the P-11 should be addressed to:

The UNFPA Representative
UN Complex Gigiri, Block N, Room 207
P.O. Box 30218, 00100

Or Email address:

Envelopes should be referenced VA/FPA/KEN/06/2010 - PERSONAL ASSISTANT POST.

‘UNFPA provides a work environment that reflects the values of gender equality, teamwork,
 respect for diversity, integrity and a healthy balance of work and life.

We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.’

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