Assistant.e personnel.le du Représentant, Cotonou, Bénin
Organizational Context
UNFPA is the lead United Nations agency focused on delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. This role supports the Country Representative, contributing to the organization's mandate of accelerating the Programme of Action of the International Conference on Population and Development and achieving the Sustainable Development Goals by 2030.
Job Purpose
The Personal Assistant provides critical senior-level administrative, secretarial, and communications support directly to the Country Representative. The role is responsible for maintaining confidentiality, upholding protocol, and managing information flow to ensure deadlines and commitments are met. Key contributions include facilitating knowledge building and management, providing essential logistical support for the Representative's office, supporting communications efforts, and coordinating secretarial services to enhance the overall efficiency of the Country Office.
Responsibilities
The role ensures optimal communication flows between the Country Representative, Country Office staff, and external counterparts, responding to information requests discreetly and in a timely manner. It involves preparing documentation, presentations, correspondence, briefs, and reports, and conducting research to support the Representative's needs for official travel and meetings. Logistical, administrative, and financial arrangements for meetings and workshops are coordinated in consultation with operations management. The position also oversees the coordination of secretarial services within the Country Office, including training new secretaries and guiding others on office procedures. Managing the Representative's calendar, schedule, and travel arrangements, while monitoring the office's budget, are key duties. Additionally, the role assists in finalizing the Office Management Plan and may act as an interpreter.
Work Experience
Requires six years of relevant experience in administration. Some experience in research assistance is beneficial. Strong interpersonal and organizational skills are necessary, along with proficiency in current office software applications and corporate IT financial systems. Good written and verbal communication skills are essential.
Skills
Core competencies include integrity, commitment to UNFPA and the UN system, embracing cultural diversity and change, achieving results, accountability, professional expertise, analytical and strategic thinking, teamwork, and effective communication. Functional skills involve providing logistical support, managing data, documents, correspondence, reports, information, and workflow, as well as planning, organizing, and multitasking.