Organizational Context:

Under the guidance and direct supervision of the UNFPA Representative, the incumbent will provide overall secretarial and assistance support to the representative. The function will be mostly related to the organizational support and drafting of documentation and correspondence as well as clients screening.

• Arranges internal and external meetings for the Representative. Draft correspondence and documents and ensures distribution through appropriate messaging services and other channels.
• Distribute all UNFPA publications and advocacy materials to partners and in-house.
• Manages and maintains the Representative’s filing system and update mailing lists and office records, in close coordination with the registry clerk.
• Translates incoming and outgoing correspondence from Government offices and other sources.
• Prepares informal translation and act as interpreter to and from Arabic, English and draft routine correspondence.
•  Arranges the Representative’s schedule and program, under his/her guidance.
• In consultation with Representative, coordinates and prepares agendas, schedules and work plans, briefing files and official receptions for high level missions.
• Liaises and follows up on pending issues with the programme, administration and finance officers and associates.
• Maintains a filing system to ensure adequate and efficient updating of key records (confidential) related to specific issues dealt with directly by the Representative.
• Receiving, screens, logs and routs correspondence requiring the Representative’s personal attention, attaching all necessary background information and documentation.
• Draft correspondence, checks, and screens all correspondences prepared by other organizational units for the Representative’s signature.
• Organizes and plans the time schedule/calendar of the Representative by arranging appointments and meetings as well as travel inside and outside the country.
• Update lists of names. Addresses and telephone numbers of high level officials, ministers, coordinates of the diplomatic corps used as reference by the country office. Compiles booklets of business cards to facilitate the Representative official contacts.
• Performs any other function/s as the UNFPA Representative may request.

Education:             Secondary level certificate and secretarial courses. University degree is an asset.

Experience:          Minimum 6 years of relevant experience in office management

Languages:           Full fluency in English and Arabic required. Other languages are an added advantage.

Computer Skills:  Proficiency in MS Office application.

Required Competencies:

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing change

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
• Communicating for impact

Functional competencies

• Office Support

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. Notice: There is no application, processing or other fee at any stage of the application process.  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