National Post: Personal Assistant to the Deputy Regional Director, LACRO - G5

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 2,200 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Role Specification

Internal partners include other staff in the office of the DRD; close collaboration with the Personal Assistant to the Regional Director, SROs, COs and HQs to resolve procedural and administrative issues and region specific issues.

External partners include project implementation partners of the Region’s core global programme, academic institutions’ professional societies, NGOs, IGOs, libraries and other UN agencies.

Background Information

UNFPA works to improve the lives of people in more than 150 countries around the world, which are home to 80 percent of the world's population. In Latin America and the Caribbean region and sub-region, UNFPA has offices in 30 countries.

UNFPAs Regional Office in Panama City, Panama provides strategic support and technical advice to the Country Offices: technical cooperation, training and support to empower our partners and colleagues on the ground to ensure that the reproductive health and rights of women and young people are placed at the very centre of development.

The Regional Office is led by a Senior Management Team, managed in the Directorate which consists of the Regional Director (RD) and Deputy Regional Director - both senior officials are supported by a team of administrative professionals and support staff.

The Deputy Regional Director (DRD) manages the daily functioning and operations of the Regional Office and deputises the Regional Director. The DRD is also the regional Head of Programmes for UNFPA in the Latin American and Caribbean Region.

Under the guidance and supervision of the Deputy Regional Director (DRD), the Assistant provides 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.

Organizational Setting The incumbent performs senior level communications, administrative and secretarial support to the DRD in close collaboration with the Personal Assistant to the RD and the Programme/Technical Team. The incumbent also provides organizational functions of the office in terms of: providing effective communications support to the office; ensure facilitation of knowledge building and management and logistical support.

Main Tasks & Responsibilities

• Ensure optimal communication flows between the office of the Deputy Regional Director (DRD) and the Regional Director’s Office (RDO), the Programme/Technical Team and other Units (SROs, COs and HQs) as well as external counterparts, through effective use of written, verbal and electronic communication;
• Log and route incoming documents from the DRD to the office staff for action; review and ensure conformity to the Fund’s guidelines and procedures of all outgoing correspondence submitted for the DRD’s signature;
• Review incoming correspondence, collect and prepare necessary information for the DRD’s reply/action; take dictations and types correspondence, document and reports ensuring that spelling, punctuation and format are correct; and draft and finalize responses to routine matters;
• Prepare information and/or briefs, summaries and background documentation required by the DRD for all official missions and special meetings; and prepare power point and other presentations, including computer generated visuals such as graphs;
• Maintain an office filing system and assist in archiving, and maintain up-to-date electronic mailing lists;
• Undertake logistical administrative and financial arrangements, in consultation with the office of the Regional Operations Manager, for meetings and workshops organized by the DRD;
• Manage the DRD’s calendar and schedule of appointments and meetings; receive high-ranking visitors/officials; take minutes and/or notes, as required; prepare informal translations and may act as interpreter, as required; and answer and screen calls with tact and discretion;
• Make travel arrangements for the DRD; monitor the budget of the of the office of the DRD; set up and manage administrative files on the DRD’s mission travel/mission reports; and coordinate the preparation and updating of the travel plan for the DRD and the Programme/Technical Team;
• Administer the leave attendance of the DRD’s office and the Programme/Technical Team; and
• Perform any other duties, as may be required by the DRD.

Qualifications and Experience Education:

Completion of secondary school education

Knowledge and Experience: 5 years’ previous experience in secretarial/administrative functions; Some experience in research assistance; Previous experience in the UN an advantage, and knowledge of protocol; Strong interpersonal and organizational skills; Computer literacy - Word, Excel, Power-point, etc., and good knowledge of Atlas/PeopleSoft; Good writing and communication skills.

Languages:

Fluency in Spanish and English is required. Working knowledge of another official UN language is desirable.

Required Competencies Logistical support Managing data, documents, correspondence and reports Managing information and workflow Planning, organizing and multi-tasking

Job knowledge/technical expertise Logistical support Managing data, documents, correspondence and reports Managing information and workflow Planning, organizing and multi-tasking Initiative, sound judgment, strong interest in development work, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.

Please note this position is open to nationals of Panama

Please submit your application by the closing date of 4 May 2022.

UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply.

We offer an attractive remuneration package commensurate with the level of the position.

Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.