United nations population fund (unfpa)

Jobs at United Nations Population Fund (UNFPA), December 2012

The United Nations Population Fund (UNFPA), the leading UN organization in Reproductive Health and Population and Development is recruiting personnel for the following position in its Country Office in Abuja, Nigeria.

Job Title: PERSONAL ASSISTANT TO THE RESIDENT REPRESENTATIVE
Type of Contract: FIXED TERM APPOINTMENT (FTA)
Post level: ICS 06
Post Number: 00005158
Duty Post: Abuja
Duration: One (1) Year (renewable but subject to satisfactory performance)



QUALIFICATION AND EXPERIENCE
The ideal candidate should
• Be a Nigerian national (Male or Female).
• Possess Higher National Diploma or University degree in Secretarial Administration or in
other related field preferred.
 Possess a minimum of 6 years related work experience preferably in public or private
sector organization
 Be excellence minded and have the ability to work in team and a multi cultural environment
 Possess good writing and communication skills.
 Have good working knowledge of MS Office applications.
 Have an excellent organizational and time management skills
 Have the ability to establish and maintain harmonious relationships with colleagues and
other bilateral partners
 Have the ability to perform well under pressure and flexibility in handling unexpected work
assignments as and when necessary

DUTIES AND RESPONSIBILITIES
Under the guidance of the UNFPA Resident Representative, the Personal Assistant ensures the
effective functioning of the Representative office. S/he works closely with Programme,
Administrative and Finance staff, performing administrative duties, managing confidential files and
coordinating briefing materials and arranging the agenda of the Representative.
The Personnel Assistant to the Resident Representative will:
• Arranges appointments and maintains the RR’s Agenda, receives high ranking visitors, places
and screens telephone calls and answers queries with discretion.
• Receives screens and route correspondence, attaches necessary background information and
maintains a follow-up system with Units as requested.
• Assists in the dissemination of information, acting as contact point with other Agencies.
• Prepare monthly calendar to RC's office indicating availability of Rep. in duty station for RC ai.
• Raise requisitions for the CO as and when necessary
• Act liaison role between the units in the office and the zonal offices
• Perform any other task that may be assigned by the Rep from time to time.

• Drafts routine correspondence some of a highly confidential nature, on a variety of subjects,
ensuring that spelling, punctuation and format are correct for signature of the Resident
Representative.
• Arranges meetings with high-ranking officials and organizes the logistics of official receptions
given by the Head of Office.
• Maintains a database of addresses, phone and fax numbers of Government Officials, NGOs and
the Diplomatic Corps.
• Prepares briefing materials for use at meetings and official missions or special trips.
• Receives screens and routes correspondences, attaches necessary background information and
maintain follow-up.
• Coordinates travel arrangements, liaises with the Travel and Finance Units.
• Proof reads and clears correspondence for conformity with established procedures and accuracy
of statements before being signed by the Representative.
• Prepare travel/Semi Travel plans for the Representative and the CO. and forward to ARO
• Close and send diplomatic pouch
• Prepare note verbales/letter announcing the Representative’s mission outside and return to the
duty station to UN Agencies, Diplomatic offices and Embassies
• Organize weekly SMT meetings and other meetings for the Representative
• Participate in Meetings as directed by the Representative
• Prepare Rep's daily itinerary and collate CO and zonal offices weekly planner
• Disseminate circulars and information flow to the POs and the zonal offices as and when
necessary

IV. Impact of Results
 Support the achievement of key results to assure overall efficiency and effectiveness of the
office of the Representative in the following areas:
 Programme Management
 Operational Management and
 Management of the office of the Representative

V. Competencies
 Functional competencies
 Business Acumen
 Implementing management systems
 Innovation and marketing of new approaches
 Client orientation
 Conflict and self management
 Empowerment/Developing people/Performance management
 Analytical and strategic thinking
 Results orientation/Commitment to excellence
 Appropriate and transparent decision making
 Organizational awareness
 Job knowledge/technical expertise
 Corporate Competencies
 Integrity/Commitment to mandate
 Knowledge sharing/Continuous learning Valuing diversity
 Working in teams

CLICK TO APPLY

Please note that UNFPA will respond only to those applicants in whom it has a further
interest. Kindly also note that ONLY applications sent by e-mail will be accepted. Qualified women are encouraged to apply.

*UNFPA reserves the right to appoint at the indicated or lower level and prior to the closing date.