I. Position Information:
Job Code/Title : PERSONAL ASSISTANT TO THE REPRESENTATIVE Grade : GS – 06 (Fixed Term) Duty Station : Juba, South Sudan Closing Date : 31 August 2012
II. Organizational context Under the guidance and direct supervision of the UNFPA Representative, the incumbent will perform a variety of secretarial, administrative, coordinating and monitoring services in support of the representative and program/operation activities. Typically, the incumbent will perform functions mostly related to organizational support and drafting of documentation and correspondence as well as clients screening.
III. Duties and Responsibilities
The incumbent shall perform the following tasks:
- Provides support to the office of the Representative by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines ensuring completion of the following tasks:
• Arranges appointments and maintains the Representative’s agenda, receives high ranking visitors, places and screens telephone calls and answers queries with discretion.
• Provides administrative and secretarial support during the meetings, takes minutes and notes and prepares administrative reports. In consultation with the representative, coordinates prepares agendas, schedules work and work plan, briefing files for use at meetings and official missions or special trips and handles matters of protocol with high-ranking officials and coordinate meetings organized by the UNFPA Representative that involve protocol.
• Receives screens and routes correspondences, attaches necessary background information and maintains a follow-up system with Units as requested. Proof reads and clears correspondences for conformity with established procedures and accuracy of statements before being signed by the Representative.
• Drafts routine correspondence and documents based on written/verbal prompts from the Representative on a variety of subjects, some of a highly confidential nature and ensures distribution through appropriate messaging services and other channels.
• In close coordination with the representative establishes and maintains the filing systems (electronic and hard copies) of technical documents and correspondence including key records related to specific (confidential) issues. Creates background files and compiles reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required
• Maintains and updates database of addresses, phone, fax and email addresses of Government Officials, NGOs and the Diplomatic Corps. Compiles booklets of business cards to facilitate the Representative and Programme Unit’s official contacts
• Informs and reminds representative of follow-up dates and deadlines for response or specific actions, supplying supporting material as appropriate.
• Translates incoming and outgoing correspondence from Government offices and other sources Prepares informal and formal translations and acts as interpreter to and from Arabic, English and draft routine correspondence.
• Make travel arrangements for the Representative, governmental authorities and other professionals. Coordinates travel arrangements, liaises with the Logistic and Finance Units
Effectively provides general research support from records, reports and prepares periodic and ad hoc reports on programme and project activities.
Prepares and maintains records documents and control plans for the monitoring of administrative and financial function of the office of the Representative
Performs any other functions as the Representative may request
IV. Essential Qualifications and Experience
Academic requirements:
• Completion of secondary education with supplemental training in secretarial and administration. University degree is an advantage.
Relevant Experience:
• At least 6 years of similar or relevant experience. • Proven skills on standard office software and minute-taking; communication skills; • Proficiency in MS office applications and familiarity with computerized systems and database. • Experience with international organizations.
Languages:
• Full fluency in English -is required • Fluency in Arabic languages is an added advantage
V. Competencies
a. Functional Competencies
• Business acumen • Client Orientation • Implementing management systems
b. Corporate Competencies
Values:
Integrity/commitment to mandate: Acts in accordance with UN/UNFPA values and holds himself/herself accountable for actions taken. Demonstrates personal commitment to UNFPA’s mandate and to the organizational vision
Continuous sharing/continuous learning: Takes responsibility for personal learning and career development and actively seeks opportunities to learn through formal and informal means. Learn from others inside and outside the organization adopting best practices created by others. Actively produces and disseminates new knowledge.
Valuing diversity: Demonstrates an international outlook, appreciates differences in values and learns from cultural diversity. Takes actions appropriate to the religious and cultural context and shows respect, tact and consideration for cultural differences. Observes and inquires to understand the perspectives of others and continually examines own biases and behaviours.
Managing relationships
Working in teams Works collaboratively with colleagues inside and outside of UNFPA to allow the achievement of common goals and shared objectives Actively seeks resolution of disagreements and supports the decisions of the team.
Communicating information and ideas Delivers oral and written information in a timely, effective and easily understood manner Participates in meetings and group discussions actively listening and sharing information. Frankly expresses ideas with the intent to resolve issues, considers what others have to say and responds appropriately to criticism.
Conflict and self management Manages personal reactions by remaining calm, composed and patient even when under stress or during a crisis and avoids engaging in unproductive conflict. Expresses disagreement in constructive ways that focus on the issue not the person. Tolerates conditions of uncertainty or ambiguity and continues to work productively. Working with people
Empowerment/developing people/performance management Integrates himself/herself into the work unit seeking opportunities to originate action and actively contributing to achieving results with other members of the team. Knows his/her limitations and strength, welcomes constructive criticism and feedback and gives honest and contractive feedback to colleagues and supervisors. Seeks new challenges and assignments and exhibits a desire to learn. Accepts responsibility for personal performance participating in individual work planning and objective setting seeking feedback and acting to continuously improve performance.
Personal leadership and effectiveness
Analytical and strategic thinking Uses appropriate analytical tools and logic to gather, define and analyze information, situations and problems and draws logical conclusions form data. Demonstrates an ability to set clear and appropriate priorities focusing on tasks and activities, which have a strategic impact on results. Anticipates and meets information needs of the team and other stakeholders.
Results orientation/Commitment to excellence Strives to achieve high personal standards of excellence. Takes action that goes beyond responding to the obvious needs of the situation and persists until successful outcomes are achieved.
Appropriate and transparent decision-making Makes timely and appropriate decisions taking into consideration various and complex issues and takes responsibility for the impact of decisions. Inquires to understand the perspectives of other and continually examines his/her own biases and behaviors
• Only those applicants in whom the Country Office has further interest will be responded to. • UNFPA offers an attractive compensation package commensurate with experience • UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status • UNFPA provides a work environment that reflects the values of gender equality, teamwork, respect for diversity, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. • Applicants should submit their applications through BOTH mail (hard copy) and e-mail (electronically). Please send your cover letter, CV, UN Personal History Form (P11) and other supporting documents by e-mail tosouthsudanvacancies@unfpa.org and highlight the position title in the subject area AND by post to the UNFPA Representative, UN House, Bldg 1, Juba-Yei Road, Juba 3, South Sudan. Please highlight clearly the position that you apply for. • Deadline for applications: 31 August 2012. Applications received after this date will not be taken into consideration. • IMPORTANT: There is NO application processing or other fees at any stage of UNFPA application processes.
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