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 (www.unfpa.org/employment/docs/p-11.doc) 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/06/2010The position is open to interested Kenyan nationals who should submit their applications as well as P-11 forms which can be accessed through (www.unfpa.org/employment/docs/p-11.doc) 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.
Post Title: Personal Assistant to the Representative
Duty Station: Nairobi, Kenya
Category: ICS-6/G6
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
Communication
- 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.
Protocol:
- 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.
Qualifications
- 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.
The UNFPA Representative
UN Complex Gigiri, Block N, Room 207
P.O. Box 30218, 00100
Nairobi
Or Email address: recruit.unfpa@gmail.com
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.’
You can now click on this link www.kenyanvacancies.com to visit our sister website for more vacancies.