Under the guidance and direct supervision of the Regional Director (RD), the Personal Assistant to the Director provides administrative and secretarial support, maintaining full confidentiality in all aspects of the assignment, maintenance of protocol procedure, information flow and follows up on deadlines and commitments made.
Job purpose
The incumbent provides senior level communications, administrative and secretarial support to the RD in close collaboration with the Special Assistant (SA) to the Director. The incumbent also supports effective functioning of the Directorate by providing communications support; ensuring facilitation of knowledge building and management; providing logistical support; and coordinating the administrative services of that office.
Major activities/expected results
- Ensures optimal communication flows between the Regional Director’s office (RDO) and staff of the regional office and other Units (SRO’s, Cos and HQ’s) as well as external counterparts, through effective use of written, verbal and electronic communication.
- Logs and routes incoming documents from the RD to the CO staff for action; reviews and ensures conformity to UNFPA’s guidelines and procedures for all outgoing correspondence and submits through the SA for the RD’s signature;
- Drafts non-substantive correspondence, meeting notes, and types correspondence, documents and reports ensuring that spelling, punctuation, and format are correct; and in consultation with the SA, responds to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner.
- In collaboration with the SA, researches, files, collects requested information, and organizes material to meet the RD’s needs. This includes the preparation of information and/ or briefs, summaries and background documentation required by the RD for all official missions and special meetings;
- Assembles briefing materials and prepares power-points and other presentations including computer generated visuals such as graphs for the Directorate. Undertakes logistical administrative, and financial arrangements in consultation with the office of the Regional Operations Manager, for meetings and workshops organized by the Directorate;
- Organizes and monitors the Directorate’s filing system (both electronically and hard copy); maintains up-to-date electronic mailing lists, with comprehensive contact information of key UNFPA internal and external partners;
- Updates the knowledge base/document repository with information from the Directorate including relevant briefing notes, talking points, statements made by the RD and other relevant documents;
- Briefs and trains new Assistants, gives guidance to other Assistants on office procedures and coordinates the secretarial services of the office, distributing special assignments to the Assistants;
- Responsible for protocol matters. Manages the RD’s calendar and schedule of appointments and meetings in collaboration with the SA. Receives high-ranking visitors/officials. Takes minutes and/ or notes as required, and answers and screens calls with tact and discretion.
- Schedules and organizes key meetings on behalf of the Directorate, including RO Management meetings, staff meetings and meetings between the RO Management and country office Management teams;
- Makes travel arrangements for the RD and the SA. Monitors the budget of the Directorate; sets up and manages administrative files on the RO’s mission travel, mission reports, administers’ the RD’s leave attendance, and coordinates the preparation and updating of the RD’s travel plan.
- Prepares information translations, and may act as interpreter as required;
- Ensures the implementation of standard operating procedures in relation to missions and meetings undertaken through the Directorate, and initiates communication regarding staff movements in the region as appropriate;
- Perform any other duties, as may be required by the Directorate.
Work relations
Internal contacts include other assistants in the Regional Office, close collaboration with the SA to ensure smooth and effective management of the RD’s office, the Deputy Regional Director, members of the RO’s programme/technical support team, ROs, COs and HQ to resolve policy and procedural issues and region-specific issues.
External partners include project implementation partners of the region’s core global programme, academic institutions’ professional societies, NGOs, INGOs, libraries and database for research assistance.
Job requirements
Education:
Completed Secondary Level Education required. First level university degree desirable.
Knowledge and experience:
- Six years of relevant experience in administration
- Some experience in research assistance
- Strong interpersonal and organizational skills
- Proficiency in current office software applications and corporate IT financial systems
- Strong written and verbal communication skills
Required competencies:
Core competencies:
Functional competencies:
- Logistic support
- Managing data
- Managing documents, correspondence and reports
- Managing information and workflow
- Planning, organizing and mult-tasking
- Managing financial processes
- Job knowledge/technical expertise
Languages
Fluency in English is required. Working knowledge of French is highly desirable.
To apply
Interested applicants should apply by 10 September 2016 (5pm New York time): http://www.unfpa.org/jobs/national-post-personal-assistant-regional-director-esaro-south-africa-g-6
