UNFPA recrute 01 Assistante personnelle du directeur régional adjoint

UNFPA recrute 01 Assistante personnelle du directeur régional adjoint

The Position

The Personal Assistant to the Deputy Regional Director position is located in the West and Central Regional Office of UNFPA, Dakar and reports to the Deputy Regional Director.

The Personal Assistant to the Deputy Regional Director provides administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow up on deadlines and commitments made.

How you can make a difference

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.

Job Purpose

The Assistant provides, administrative and financial support to the programme and technical team, especially to advise and support to COs in the region, and to support the management of the regional programme. The Personal Assistant to the Deputy Regional Director also provides some data and research assistance.

The Personal Assistant to the Deputy Regional Director works with and provides support the members of the Operations and HR Team in the WCARO, as well as the team under the Programme Coordination staff in the country offices, Personal Assistant to the Deputy Regional Director and officers at Headquarters, Regional Offices and Country Offices as well as all staff within the Regional Office. Contacts with staff and other personnel promote achievement of common goals and shared objectives and demonstrate personal commitment to UNFPA’s mandate and organizational vision.

Both internal and external contacts include exchange of information on broader aspects of the work area which may include providing clarification of non-routine matters involving some technical input.

You would be responsible for

• Ensure optimal communication flows between the Deputy Regional Director’s office and staff of the regional office and other Units (Cos and HQs) as well as external counterparts, through effective use of written, verbal and electronic communication;
• Log and route incoming documents from the DRD to the office staff foraction;review and ensure conformity to the Fund’s guideline and procedures of all outgoing correspondence and submit through the SA for the DRD’s signature;
• Draft non-substantive correspondence, takes dictations and types of correspondence, documents and reports ensuring that spelling, punctuation and format are correct; and in consultation with the — SA, respond to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner;
• In collaboration with the SA, research files, collect requested information and organize material to meet the DRD’s needs. This includes preparation of information and/or briefs summaries and background documentation required by the DRD for all official missions and special meetings;
• Assemble briefng and prepare power-points and other presentations including computer generated visuals such as graphs for the Directorate; undertake logistical administrative, and financial arrangements, in consultation with the office of the Regional Operations Manager, for meetings and workshops organized by the Directorate;
• Set up and monitor the WCARO’s filing system and follow-up system; organize and maintain the directorate filing system, and maintain up-to-date electronic mailing lists;
• Brief and train new Secretaries, give guidance to other secretaries on office procedures and coordinate the secretarial services of the office; distribute special assignments to the secretaries;
• Responsible for protocol matters, manage the DRD’s calendar and schedule of appointments and meetings, in collaboration with the SA; receive high-ranking visitors/officials; take minutes and/or notes, as required; and answer and screen calls with tact and discretion;
• Make travel arrangements for the DRD and SA; monitor the budget of the directorate; set up and manage administrative files on the WCARO’s mission travel, mission reports, administer the WCARO’s leave attendance; and coordinate the preparation and updating of the WCARO’s travel plan;
• Assist in the preparation and finalization of the WCARO Office Management Plan; and prepare informal translations; may acts as interpreter, as required and
• Perform any other duties,as may be required by the Directorate.

Qualifications and Experience

Education

University/College diploma or degree in Administration/Management/ or Social Science

Knowledge and Experience

• At least 5 years’ experience in research assistance;
• Previous experience in the UN and advantage, and knowledge of protocol; ▪ Strong interpersonal and organizational skills;
• Computer literacy-Word, Excel, Power-point, etc;
• Good knowledge of Oracle information System;
• Good writing and communication skills in English and French
• Languages:
• Fluency in English. Working knowledge of French and/or Portugese, an asset.

Required Competencies

Values

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Core Competencies:
• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,

Required Skillset

• Logistical support,
• Managing data,
• Managing documents, correspondence and reports,
• Managing information and workflow,
• Planning, organizing and multi-tasking,
• Managing financial processes,
• Job knowledge / technical expertise,
• Proficiency in current office software applications,
• Good basic knowledge of finances and mastery of a series of financial and spreadsheet software.

Compensation and Benefits

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

Closing date : 18 Sept 2023.

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