Jobs - 43128- Personal Assistant to the Assistant Representative

Personal Assistant to the Assistant Representative - UNFPA

Location :

Santo Domingo, DOMINICAN REPUBLIC

Type of Contract :

FTA Local

Starting Date :

Application Deadline :

28-Jan-14 (Midnight New York, USA)

Post Level :

GS-5

Duration of Initial Contract :

One year

Languages Required :

English Spanish

Expected Duration of Assignment :

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

This role is primarily responsible for updating and maintaining the Assistant Representative’s agenda, as well as a variety of support and secretarial activities, to meet the Assistant Representative needs.

Operational

1. Ensure optimal management of the Assistant Representative’s agenda

2. Provide support to the Assistant Representative in making travel arrangements, paperwork correspondence and on a variety of assignments.

3. Supervise and coordinate Assistant Representative’s driver activities.

Duties and Responsibilities

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.

Competencies

• Responsibility and Reliability.
• Fluency in oral and written Spanish and English.
• Sound organizational skills.
• Advanced computer skills including the administration of web pages.
• Attention to details. Ability to follow-up.
• Oral and written communication skills.
• Interpersonal skills.
• Good conflict and self management.
• Confidentiality.
• Adaptability to different situations.
• Good sense of timing.
• Team work.
• Capability of doing multiple tasks at the same time.

Required Skills and Experience

• Commercial career or two years of undergraduate studies on administration, secretarial sciences or other relevant fields.
• Fluency in oral and written English and Spanish
• Minimum 3 years of experience