Operational
• Establish, update and maintain the Assistant Representative’s agenda.
-Follow up on appointments, events and assignments.
-Provide assistance on the written answering of questions for the press.
-Provide information and requirements for interviews.
• Make travel arrangements and all relevant paperwork for the Assistant Representative.
o Coordinate the use of the Ambassadors room at the airport for the Assistant Rep and other high level UNFPA staff members.
• Carry out administrative functions:
o Create purchase orders as “Buyer” in Atlas System for Administrative budget expenses, and acts as back-up for main “buyer”.
• In case of absence of the Admin./Finance Associate acts as back-up covering minimum required functions.
• Maintains and updates vendor system.
• Place and screen telephone calls for the Assistant Representative.
-Review and proofread outgoing correspondence prepared for the Assistant Representative’s signature.
-Draft routine and other correspondence as requested for signature by the Assistant Representative.
-Translate informal communications.
• Register incoming correspondence, physical and electronic.
• Screen, review and prioritize incomingcorrespondence, physical and electronic.
• Manage office supplies, including quotation and purchasing of all materials, such as paper for printing, toners and other office materials.
• Responsible for the use of the office’s conference room.
• Represents UNFPA in Green Office interagency group.
• Carry out secretarial activities:
-Prepare and send official letters and emails.
-Prepare diverse materials and presentations.
-Coordinate weekly staff meetings and prepare the agenda for each meeting.
-Take meeting notes and lift the report of the meeting.
-Follow-up staff on deadlines of assignments.
-Keeps office directory up to date.
-Responsible for Representation related filing.
-Plan and organize UNFPA International Days events such as: World Population Day, the Launch of the Annual State of the World Population Report, among others.
-Supervise and coordinate Assistant Representative’s driver activities.
-Make sure that the Assistant Representative’s needs for transportation are properly covered.
-Perform similar and related activities as required.
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