Executive Assistant, GS6, FTA, LACRO, Panama City at unfpa

Panama City, Panamá Province, Panama -

Full Time

Start Date

Immediate

Expiry Date

29 Jan, 26

Salary

0.0

Posted On

31 Oct, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Communication, Logistics, Scheduling, Document Management, Interpersonal Skills, Organizational Skills, Drafting, Research, Confidentiality, Time Management, Teamwork, Multitasking, Problem Solving, Attention to Detail, Initiative

Industry

International Affairs

Description

The Position: Under the direct guidance and supervision of the Regional Director and the Deputy Regional Director, the Executive Assistant to the Director’s Office provides administrative and secretarial support while maintaining full confidentiality in all aspects of the assignment. The incumbent ensures adherence to protocol procedures, manages the flow of information, and monitors deadlines and commitments. How you can make a difference: UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies. 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 who transform, inspire, and deliver high-impact and sustained results and ensure effective external relations, communications, and partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results. Job Purpose: The incumbent will provide high-level communication, administrative, and secretarial support to both the Regional Director and the Deputy Regional Director. In close collaboration with the Special Assistant to the Regional Director, the Executive Assistant will organize office functions to ensure effective communication flow, facilitate knowledge management, and provide logistical and coordination support. You would be responsible for: A. Communication and Administrative Support Ensure optimal communication flows between the Regional Director’s Office (RDO), regional office staff, other units (SROs, COs, and HQs), and external counterparts through effective use of written, verbal, and electronic communication. Register and channel incoming documents addressed to the Regional Director and/or the Deputy Regional Director to staff for action. Review and ensure compliance with UNFPA guidelines and procedures in all outgoing correspondence before submission for signature. Draft non-substantive correspondence, take dictation, and prepare letters, documents, and reports, exercising quality control function for all outgoing documents; proofreads and edits texts for adherence for format, grammar, punctuation and style. In consultation with the Special Assistant, respond to requests for information—potentially confidential—in a timely, discreet, and accurate manner. Prepares, processes and classifies confidential information. Assists in the overall administration of the RDO, i.e. provides substantive and administrative support in managing priorities and work flow of the Regional and Deputy Regional Directors and of the work unit; coordinates and monitors multiple and diverse activities and work processes to ensure that management directives and decisions are properly carried out and products delivered in a timely manner. B. Coordination and Support Takes full responsibility for time management and scheduling on behalf of the Regional Director and Deputy Regional Director with appropriate consultation as required; Align the schedules of the Regional Director and the Deputy Regional Director to optimize meeting planning and shared commitments. Make arrangements, provide background documentation, and follow up on meetings of the Regional Director, the Deputy Regional Director or delegated by the Regional Director to the Deputy Regional Director. Take minutes and/or notes as required during meetings. Manage calendars and scheduling of appointments and meetings for the Regional Director and Deputy Regional Director, including aligning schedules to optimize meeting planning and shared commitments. Screens and prioritizes all incoming correspondence; compiles relevant background documents and references; identifies issues requiring the Regional and/or Deputy Regional Director’s attention and refers others to relevant officers for appropriate disposition; monitors and follows-up on actions to be taken. Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and other communications. Manage protocol matters and receive high-ranking visitors/officials. C. Logistics and Information Management Research files, compile requested information and organize materials to meet the needs of both Directors, including preparing summaries, reports, and background documentation for official missions and special meetings. Prepare briefing materials, PowerPoint presentations, and other computer-generated visuals, such as charts for both Directors. Facilitate all logistical, administrative, and financial preparations for meetings and workshops. This includes events organized by HQ, Country Offices, other UN agencies, Government institutions, or Regional mechanisms/institutions that extend invitations to the Regional Director and/or Deputy Regional Director. These arrangements will be made in consultation with the Operations Manager/Specialist, Regional Advisers, and/or Country Representatives. Establish and maintain filing and tracking systems for the RDO, as well as updated email distribution lists. Arrange travel for the Regional Director and Deputy Regional Director and monitor the Office budget. Set up and manage mission travel files and mission reports for the Regional Director and/or the Deputy Regional Director. Coordinate the preparation and updating of the RDO and Programme/Technical Team travel plan. Manage attendance and leave records for the RDO. Other Duties Assist in preparing and finalizing the Regional Office Management Plan. Provide informal translations and act as interpreter when required. Provide guidance and training to junior administrative staff on office procedures and coordinate office secretarial services. Perform any other duties required by the Directors, as assigned by the Regional Director and/or Deputy Regional Director. Coordinate tasks with the Special Assistant to the Regional Director when required. Qualifications and Experience: Education: Completion of secondary education is required. A first-level university degree is considered an asset. Knowledge and Experience: Minimum of six (6) years of experience providing specialized administrative support to a senior executive, with experience in finance and administration. Previous experience in research support. Prior UN experience is an advantage, as well as knowledge of protocol. Strong interpersonal and organizational skills. Proficiency in computer applications such as Word, Excel, PowerPoint, etc. Good knowledge of Quantum is an advantage. Strong drafting and communication skills. Prior experience in logistical support, data management, document, correspondence, and report handling, information and workflow management, planning, organizing, and multitasking. Initiative, sound judgment, strong interest in development work—particularly in UNFPA’s mission—and dedication to United Nations principles. Languages: Fluency in English and Spanish (oral, written, and reading) is required. Knowledge of French or Portuguese is considered an asset. 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: Providing admin/logistical support to executive, Managing documents, correspondence and report Planning, organizing and multitasking Managing information and workflow Compensation and Benefits: This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable. UNFPA Work Environment: UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more. Disclaimer: Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.

Responsibilities

The Executive Assistant provides high-level communication, administrative, and secretarial support to the Regional Director and Deputy Regional Director. Responsibilities include managing schedules, facilitating communication, and ensuring adherence to protocols.