Poste National: Assistant(e) Personnel(le) au/à la Représentant(e) Résidente(e) N'Djaména, G5, FTA
Organizational Context
The United Nations Population Fund (UNFPA) is the UN's sexual and reproductive health agency, committed to a world where every pregnancy is wanted, every childbirth is safe, and every young person's potential is fulfilled. In Chad, the Country Office implements the 2024-2028 Country Programme Document, aligning with national development plans and the UN Sustainable Development Cooperation Framework. The office operates in a complex humanitarian and development context.
Job Purpose
The Personal Assistant to the Resident Representative (RR) provides high-level administrative, secretarial, and logistical support to the UNFPA Representative in Chad. This role ensures absolute confidentiality, adherence to protocol standards, and efficient management of information, commitments, and deadlines. Additionally, the position offers complementary support to the Programme by providing administrative and logistical assistance to cross-cutting Programme functions, working in functional coordination with the Deputy Representative. The incumbent promotes a client-oriented, quality, and results-driven approach, acting as a daily liaison between the Representative and both internal teams and external partners.
Responsibilities
The Personal Assistant to the RR manages the Representative's daily agenda and calendar, prioritizing key engagements and organizing work time effectively. This includes coordinating the logistical, administrative, and financial aspects of the Representative's missions, travel, and meetings. The role involves filtering incoming correspondence, emails, calls, and visitors with tact and discretion, preparing draft responses for approval. Responsibilities also include preparing documentation, presentations, briefing notes, and mission folders, as well as providing protocol support for high-level visitors. The incumbent will set up meeting equipment, manage remote meeting platforms, and draft minutes when required. Maintaining updated contact lists, establishing and maintaining the filing/archiving system for the Representative's office, and supporting institutional initiatives are key duties. Informal translation between French and English is also expected. Complementary support to the Programme includes administrative assistance for planning and organizing transversal Programme events, contributing to knowledge management and dissemination of good practices, and supporting the administrative management of consultants. The role also involves providing logistical support for donor meetings and acting as an administrative interface between Programme and Operations on cross-cutting issues.
Work Experience
A minimum of five to six years of relevant professional experience is required, including proven experience in executive assistance and programme support within an international organization, UN agency, or equivalent public body. Prior experience within the UN system is an asset. Practical knowledge of Quantum or an equivalent ERP system is an asset. Proven experience in executive calendar management, mission coordination, and protocol relations is mandatory.
Skills
Proficiency in common office applications (Word, Excel, PowerPoint, Outlook) is essential. Familiarity with Google Workspace is an asset. Strong writing skills, with the ability to synthesize, rephrase, and format documents are required. Competencies include logistical support, data management, document and correspondence management, information and workflow management, and the ability to plan, organize, and manage multiple tasks simultaneously. Strict discretion and confidentiality are paramount.