Consultancy - Administrative Assistant to Director, Technical Division

Contract

This is a Consultancy contract. More about Consultancy contracts.

Duration: 6 weeks (30 working days)

Location: New York, in person based in UNFPA HQ

Purpose of Consultancy:

The consultant will serve as an administrative assistant located in the TD Directorate of the Technical Division. The consultant will report directly to TD Director.

Scope of Work:

• Manage communication flows, written, verbal and electronic, between the Office of the Director and: Office of the Executive Director; staff of the Division; other HQ Divisions of the Fund; Regional Offices; and Division level or higher counterparts outside the Fund;
• Review incoming correspondence, assign and channel correspondence to Branches in the Division for action, and monitors follow up actions;
• Collect and prepare necessary information and draft and finalize responses for the Director;
• Review, edit and ensure conformity to the Fund’s guidelines and procedures, for all correspondence under the name of the Director;
• Prepare first drafts of responses to inquiries received by the Division for action;
• Undertake logistical administrative, and financial arrangements for technical meetings, workshops, and roundtables organized by the Office of the Director;
• Conduct documentary research in regard to NGOs, academia and UN agencies on substantive issues;
• Gather and compile data and information for the preparation of documents, guidelines, speeches and position papers using website or content searches by selected themes;
• Assemble briefing materials and contribute to power-point and other presentations including computer generated visuals such as graphs for the Director of the Division;
• Prepare travel authorizations and make travel arrangements for the Director and the TD Directorate;
• Manage the Division Director’s calendar and schedule of appointments; receives high-level visitors; and, arranges audio and video conferences.
• Maintain an office filing system, a follow-up system, and electronic mailing lists for the Director;
• Manage all administrative files at Division level on mission travel, mission reports, leave; and coordinates the preparation and updating of the Division’s travel plan;
• Carry out any other duties as may be required by the Office of the Director.

Requirements:

• Completion of secondary school education;
• Six years previous experience in administration and office support;
• Strong interpersonal and organizational skills;
• Computer literacy - Word, Excel, PowerPoint, etc.;
• Good writing and communication skills;
• Fluency in English is required.

How to apply:

Interested applicants should send a CV and cover letter to cong@unfpa.org with "TD Director Administrative Assistant Consultancy Application" in the email subject line. Late applications will not be accepted.

Due to the volume of application, only shortlisted candidates will be contacted.

Note to applicants:

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA.via various means or Reporting: http://www.unfpa.org/help/hotline.cfm.

UNFPA is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.