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Personal Assistant to the Representative Job in Nairobi Kenya - UN

Vacancy No: VA/FPA/SOM/11-19/2013

Post Title: Personal Assistant to the Representative

Duration: 11 months (364 days)

Type of Contract: Temporary Appointment

Level: ICS-6 (G-6)

Duty Station: Nairobi

Date of Issue: 04 December 2013

Closing Date: 11 December 2013

Organizational Unit: UNFPA Somalia Country Office

The United Nations Population Fund is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity.

UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV/AIDS, and every girl and woman is treated with dignity and respect.

Duties and Responsibilities

Under the overall supervision of the Country Representative, the Personal Assistant to the Representative (PA) provides senior level communications, administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made.

The PA also provides organizational functions to the CO in terms of: providing effective communications support, ensuring facilitation of knowledge building and management, providing logistical support and coordinating the secretarial services.

Key duties include:
  • Ensures optimal communication flows between the Representative and the staff of the CO, as well as external counterparts, through effective use of written, verbal and electronic communication.
  • Logs and routes incoming documents from the Representative to the CO staff for action; reviews and ensures conformity to UNFPA’s guidelines and procedures of all outgoing correspondences and submits for the Representative’s signature.
  • Drafts non-substantive correspondence; takes dictations and types correspondence, documents and reports ensuring that spelling, punctuation, and format are correct; and in consultation with other CO personnel responds to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner.
  • Researches files, collects requested information, and organizes material to meet the Representative’s needs. This includes preparation of information and/ or briefs, summaries and background documentation required by the Representative for all official missions and special meetings.
  • Assembles briefing materials and prepares power-point and other presentations including computer generated visuals such as graphs. Undertakes logistical, administrative and financial arrangements in consultation with the Operations Manager/ Operations Specialist, for meetings and workshops organized by the Representative’s Office.
  • Sets up and monitors the filing system and a follow-up system for the CO. Organizes and maintains the filing system for the Representative’s Office. Maintains up-to-date electronic mailing lists.
  • Briefs and trains new secretaries, gives guidance to other secretaries on office procedures and coordinates the secretarial services of the CO, distributing special assignments to the secretaries.
  • Responsible for protocol matters. Manages the Representative’s calendar and schedule of appointments and meetings. Receives high-ranking visitors/officials. Takes minutes and/ or notes as required, and answers and screens calls with tact and discretion.
  • Makes travel arrangements for the Representative. Monitors the budget of the Representative’s Office, sets up and manages administrative files on the Representative’s mission travel, mission reports, administers’ the Representative’s leave attendance, and coordinates the preparation and updating of the Representative’s travel plans.
  • Assists in the preparation and finalization of the CO Office Management Plan. Prepares information translations, and may act as interpreter as required.

Qualifications and Experience Required:
  • Completed Secondary Level Education required.
  • First- level university degree desirable.

Language requirements:
  • Fluency in written and oral English is required.
  • Fluency and/or working knowledge of Somali or Arabic is an asset

This vacancy is open to Kenyan Nationals only.

Applications with an updated CV and a completed P-11 form (  marked: “VA/FPA/SOM/11–19/2013 “Personal Assistant to the Representative (Nairobi)” in the subject line of the e-mail should be forwarded to the following email address:

UNFPA will only be able to respond to those applications in which there is further interest.

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