Local Consultant: Adminstrative Associate, Freetown, Sierra Leone

Consultant

Overview

Provide administrative, logistical, secretarial, and communications support.

You have:

• Completed Secondary Level Education required. First-level university degree in Business or Public Administration, or a similar discipline, is desirable.
• At least 5 years of relevant experience in administration, secretarial support, or office coordination, preferably with a UN agency, international NGO, or diplomatic entity.
• Strong communication skills (written and oral) in English.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and digital filing.
• Ability to multitask and manage priorities independently in a fast-paced setting.

Contract

This is a Consultancy contract. More about Consultancy contracts.

The Position:

Under the overall supervision of the Operations Manager, the Administrative Associate provides administrative, logistical, secretarial, and communications support to ensure the smooth operation of the UNFPA Country Office.

The consultant will support day-to-day management of schedules, communications, travel arrangements, documentation handling, and general office administration in accordance with UNFPA rules and procedures.

Job Purpose:

You would be responsible for:

1. Administrative & Secretariat Support

• Maintain calendars, schedule appointments, and provide administrative support to office leadership and programme teams.
• Draft and finalize routine correspondence, reports, and meeting notes.
• Ensure proper filing (both digital and hard copy) of correspondence, reports, administrative, and travel files.
• Prepare briefing materials and agendas for meetings and workshops.
• Manage the Office Registry

2. Communication & Coordination

• Manage incoming correspondence (emails, letters, invitations), screen and route documents appropriately.
• Maintain an updated contact database for internal and external stakeholders.
• Serve as liaison between programme/operations teams and external counterparts (e.g., vendors, service providers, government ministries).

3. Travel & Logistics

• Assist with travel arrangements for staff and visiting missions, including flight bookings, visa applications, hotel reservations, and transport logistics.
• Prepare and track Travel Authorizations and Expense Claims in accordance with UNFPA rules.
• Support in the organization of workshops, trainings, and official events, including logistical planning and coordination.

Qualifications and Experience:

Education:

Completed Secondary Level Education required. First-level university degree in Business or Public Administration, or a similar discipline, is desirable.

Knowledge and Experience:

At least 5 years of relevant experience in administration, secretarial support, or office coordination, preferably with a UN agency, international NGO, or diplomatic entity. Experience in working with senior-level officials or in a front-office environment is an asset.

Skills & Competencies:

• Excellent organizational skills and attention to detail.

• Strong communication skills (written and oral) in English;

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and digital filing.

• Ability to multitask and manage priorities independently in a fast-paced setting.

• Familiarity with UN ERP systems (e.g., Atlas, Quantum) is an advantage.

The candidate must also:

• Have a high sense of responsibility
• Develop and apply professional expertise
• Analytical and strategic thinking
• Working in teams/Managing yourself and your relationships
• Communicate based on impact
• Be able to work in a multicultural environment.
• Have the ability to work in a team and under pressure

Languages:

Fluency in English.

UNFPA Work Environment:

UNFPA fosters a work environment that embodies the values of gender equality, diversity, integrity, and a healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. UNFPA promotes equal opportunities in terms of appointment, training, compensation, and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity, and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing, or other fee in connection with the application or recruitment process, and does not concern itself with information on applicants' bank accounts.

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Potential interview questions

Added 1 year ago - Updated 11 months ago - Source: unfpa.org