The United Nations Population Fund (UNFPA), the leading UN organization in Reproductive Health and Population and Development is recruiting personnel to fill the position below in its Country Office in Abuja, Nigeria.
Position: Personal Assistant to the Resident Representative
Type of Contract: Fixed Term Appointment (FTA)
Post level: ICS06
Duty Post: Abuja
Duration: One (1) Year (renewable but subject to satisfactory performance)
Duties and Responsibilities
Under the guidance of the UNFPA Resident Representative, the Personal Assistant ensures the effective functioning of the Representative office. S/he works closely with programme Administrative and Finance staff, performing administrative duties, managing confidential files and coordinating briefing materials and arranging the agenda of the Representative.
The Personnel Assistant to the Resident Representative will:
- Arrange appointments and maintain the RRs Agenda, receives high ranking places and screens telephone calls and answers queries with discretion.
- Receive, screen and route correspondence, attaches necessary background information and maintains a follow-up system with Units as requested.
- Assist in the dissemination of information, acting as contact point with other Agencies Draft routine correspondence some of a highly confidential nature, on a variety of subjects, ensuring that spelling, punctuation and format are correct for signature Resident Representative.
- Arrange meetings with high-ranking officials and organizes the logistics of receptions given by the Head of Office.
- Maintain a database of addresses, phone and fax numbers of Government Officials, NGOs and the Diplomatic Corps.
- Prepare briefing materials for use at meetings and official missions or special trips.
- Receive screens and routes correspondences, attaches necessary background information and maintain follow-up,
- Coordinate travel arrangements, liaises with the Travel and Finance Units.
- Proof read and clear correspondence for conformity with established procedures and accuracy of statements before being signed by the Representative,
- Prepare travel/Semi Travel plans for the Representative and the CO. and forward to ARO
- Close and send diplomatic pouch
- Prepare note verbales/letter announcing the Representative s mission outside and return to the duty station to UN Agencies, Diplomatic offices and Embassies
- Organize weekly SMT meetings and other meetings for the Representative
- Participate in Meetings as directed by the Representative
- Prepare Representative’s daily itinerary and collate CO and zonal offices weekly planner
- Disseminate circulars and information flow to the POs and the zonal offices as and when necessary
- Prepare monthly calendar to RC’s office indicating availability of Rep in duty station for RCai.
- Raise requisitions for the CO as and when necessary
- Act liaison role between the units in the office and the zonal offices
- Perform any other task that may be assigned by the Rep from time to time.
Qualification and Experience
The ideal candidate should
- Be a Nigerian national (Male or Female).
- Possess University degree or Higher National Diploma in Secretarial Administration or in other related field preferred.
- Possess a minimum of 6 – 8 years or more of related work experience preferably in public or private sector organization
- Have an excellent organizational and time management skills
- Have the ability to establish and maintain harmonious relationships with colleagues and other bilateral partners
- Have the ability to perform well under pressure and flexibility in handling unexpected work assignments as and when necessary
- Be excellence minded and have the ability to work in team
- Possess good writing and communication skills.
- Have good working knowledge of MS Office applications.
Method of Application
All applications should include functional e-mail addresses and mobile phone numbers, letter of application and detailed curriculum vitae (CV), attached as one file in format only. Applications should be addressed to The UNFPA Resident Re Abuja and forwarded to the under-listed email addresses on or before 16th March, 2011clearly marked as follows:
Personal Assistant to the REP – ICS06- vacancygdr.ng@unfpa.org
For further details on job description application process, please visit http://nigeria.unfpa.org/vacancy.htm and submit your application.
Please note that UNFPA will respond only to those applicants in whom it has a further interest. Kindly also note that only applications sent by e-mail will be accepted. Qualified women are encouraged to apply.
UNFPA reserves the right to appoint at the indicated or lower level and prior to the closing date.
Kindly not that only applications sent to the designated Emails will be accepted.
