Personal Assistant to the Resident Representative at The United Nations Population Fund (UNFPA)

Industry NGO

Specialization Adminstrative and NGO

Minimum Qualification Degree

Minimum Experience 6 Year(s)

Application Deadline 2011-09-05

The  United Nations  Population fund  (UNFPA), the leading  UN organization in Reproductive Health and  Population and  Development , is  recruiting personnel to fill the position below.Position: Personal Assistant to the Resident RepresentativeType of Contract: Fixed Team Appointment (FTA)Duration: One (1) Year renewable but subject to satisfactory performance)Under the guidance of the UNFA 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 RRs 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
Drafts routine correspondence some of a highly confidential nature, on a variety of subjects ensuring that spelling, punctuation and formal are correct for signature of the Resident Representative.
Arranges meetings with nigh-ranking offices and organizes the logistics of official exceptions given by the Head of Office.
Maintains a database of addresses, phone and fax numbers of Government Official NGOs and the Diplomatic Corps.
Prepares briefing materials for use at meetings and official missions or special trips.
Receives screens and routes, correspondence, 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 Representatives and the CO. and forward to ARO
Close and send diplomatic pouch
Prepare verbal/letter announcing the Representatives 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
Paticipate 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
Prepare monthly calendar to RC’s office indicating availability of Rep. in duty station for RC a.i
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
Business Acumen
Implementing management systems
Innovation and marketing of new approaches
Client orientation
Organizational awareness
Job knowledge/technical expertise
Integrity/Commitment to mandate
Knowledge sharing/Continuous learning
Valuing diversity
Working in teams
Conflict and self management
Empowerment/Developing people/Performance management
Analytical and strategic thinking
Results orientation/Commitment to excellence
Appropriate and transparent decision making
Be a Nigerian national (male or Female)
Possess University degree in Secretarial Administration or in other related filed preferred
Possess a minimum of 6-8 years or more of related work experience preferably in public or  private sector  organization
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
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
All applications should include functional e-mail addresses and mobile phone letter of application and detailed curriculum vitae (CV), attached as one file in MS Word  format only.