Executive Assistant to the Representative Vacancy UNFPA Indonesia

UNFPA, the United Nations Population Fund, is an international development agency that promotes the right of every woman, man and child to enjoy a life of health and equal opportunity. UNFPA supports countries in using population data for policies and programmes to reduce poverty and to ensure that every pregnancy is wanted, every birth is safe, every young person is free of HIV, and every girl and woman is treated with dignity and respect. Our motto, “because everyone counts”, is a genuine reflection of our mission statement.

UNFPA works in partnership with governments, other agencies and civil society to advance its mission. Two frameworks guide its efforts: The Programme of Action adopted at the 1994 International Conference on Population and Development (ICPD) and the Millennium Development Goals.

TERMS OF REFERENCE

EXECUTIVE ASSISTANT TO THE REPRESENTATIVE

Position Information
Job code title: Executive Assistant to the Representative
Status/Condition: Fixed Term Appointment / ICS-6
Direct Supervisor : UNFPA Representative
Recruitment: Indonesian National
Location: UNFPA CO, Jakarta
Position Number: 00010811

Organizational Context

Under the guidance and direct supervision of the Representative, the Executive Assistant to the Representative ensures effective and efficient functioning of the Representative office, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made.

The Executive Assistant to the Representative works in close collaboration with UNFPA staff, UN Agencies and national authorities to ensure efficient flow of information, actions on instructions, agendas.

Functions / Key Results Expected

Ensures effective and efficient functioning of the Representative office focusing on achievement of the following results:

• Maintenance of the supervisor’s calendar, contacts with high-ranking visitors, arrangement of appointments and meetings,
• Acting as an interpreter when required and/or taking minutes.
• To draft non-substantive correspondences, takes dictation and instructions on a variety of subject matters
• Maintenance of protocol procedures.
• Preparation of high quality briefing materials for supervisor for appointments, meetings, missions.
• Preparation of informal translations.
• Management of Representative missions and representation schedule.
• Maintenance of rosters of high-level partners, telephone lists.
• Preparation of correspondence, directives, comments on behalf of Representative for his/her signature and making follow-up when required.
• Use of automated office management systems for effective functioning of the Representative office.

Ensures provision of effective communications support to the office focusing on achievement of the following results:

• Maintenance of the filing system ensuring safekeeping of confidential materials. Use of automated filing system.
• Type correspondences, documents and reports, etc some for which are of highly confidential nature and ensure that spelling punctuation and format are correct
• Coordination of the information flow in the office, follow up on circulation files.
• Coordinates the secretarial services of the office, distributes special assignments to other secretaries and reviews/clear correspondence for the supervisor signature.
• Screening of all incoming calls and correspondence.
• Presentation of proposals to eliminate communication bottlenecks in the office and streamline office procedures between the supervisor’s office and subordinate division.
• To maintain up-to-date policy, confidential and general management files, prepares monthly attendance reports and other periodic personnel statistics.
• Selects and makes pertinent abstracts and undertakes searches for information.

Ensures facilitation of knowledge building and management focusing on achievement of the following results:

• To participate in the organization and preparation of staff meetings or special meetings and takes minutes and or notes.
• Sound contributions to knowledge networks and communities of practice.
• Organization of specialized trainings for secretaries.
• Organization of trainings to UN staff on coordination, administration and protocol issues.

Competencies
FUNCTIONAL COMPETENCIES

Planning, organizing and multi-tasking

• Organizes and accurately completes multiple tasks by establishing priorities
• Demonstrates ability to quickly shift from one task to another to meet multiple support needs

Managing information and workflow

• Shows sensitivity in handling confidential information and ensures safe filing

Logistical support

• Plans, schedules and coordinates travel and logistics for meetings, conferences and special events using planning skills
• Ensures availability of relevant factual information and supporting documentation highlighting key issues and providing appropriate detail for use in meetings, conferences and other events
• Job knowledge
• Shows detailed knowledge and understanding of clerical, administrative, secretarial best practices and procedures
• Demonstrates in-depth knowledge of main office software applications relating to word-processing, data/financial management and/or presentations as required

CORPORATE COMPETENCIES:

Values

• Integrity/Commitment to mandate
• Knowledge sharing/Continuous learning
• Valuing diversity

Managing Relationships

• Working in teams
• Communicating information and ideas
• Conflict and self management

Working with people

• Empowerment/Developing people/Performance management

Personal Leadership and Effectiveness

• Analytical and strategic thinking
• Results orientation/Commitment to excellence
• Appropriate and transparent decision making

Recruitment Qualifications

Education:

• Secondary Education with specialized secretarial training. University Degree or equivalent would be desirable, but it is not a requirement.

Experience:

• 5 to 7 years of relevant experience in the public or private sector is required at the national or international level.
• Experience in the usage of computers and office software packages (MS Word, Excel, etc), experience in handling of web based management systems.

Language Requirements:

• A strong capability to communicate clearly and concisely in both oral and written English and Bahasa Indonesia

HOW TO APPLY
Only candidates with best qualifications will be invited for further process. Closing date is June 9, 2012. All applications must be submitted through the web address below
http://jobs.experd.com/unfpa.