Personal Assistant to the Representative at unfpa

Phnom Penh, Phnom Penh, Cambodia -

Full Time

Start Date

Immediate

Expiry Date

29 Mar, 26

Salary

0.0

Posted On

29 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Communication, Administrative Support, Secretarial Support, Logistical Support, Research, Interpersonal Skills, Organizational Skills, Calendar Management, Document Preparation, Meeting Coordination, Information Management, Client Orientation, Team Collaboration, Political Scanning, Data Management, Filing Management

Industry

International Affairs

Description

The Position: The position provides senior level communications, administrative and secretarial support to the Cambodia Country Office management team, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made. You will report directly to the Representative or the Officer in Charge. 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: You will deliver high-quality senior-level communications, administrative and secretarial support to the Representative and the ManagementTeam in Cambodia. You will also contribute to organizational functions of the office by providing effective communications support to the office; facilitating knowledge building and management; providing logistical support; and coordinating the secretarial services of the office, assisting with programme coordination and delivery monitoring. You will support the Representative and the Management Team in their capacity and help ensure strong linkages between strategic, programmatic, and operational priorities. You are expected to promote a client-oriented, quality- and results- oriented approach by interpreting and implementing the relevant rules, procedures and guidelines, and by supporting the Representative and management in monitoring of UNFPA programme implementation. You would be responsible for: Ensuring optimal communication flows between the Representative, the AssistantRepresentative, management and the staff of the CO, as well as external counterparts. In consultation with other CO personnel, responding to requests for information, in a timely, discrete manner. Preparing documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Representative’s, Assistant Representative’s and management’s needs for official trips and meetings. This includes preparation/compilation of briefing notes and talking points, summaries and background documentation required by the Representative/Management for all official meetings and missions, including through collecting and substantive integration of inputs from CO colleagues and external sources. Undertaking logistical administrative and financial arrangements in consultation with the Finance and Operations team under the guidance of the Operations Manager, for meetings and workshops involving the Representative, and Management. Managing the Representative’s and the AssistantRepresentative’s calendar and schedule of appointments. Support to hosting and receiving high-ranking visitors/officials by being responsible for protocol matters. Setting up and facilitating equipment for meeting rooms, taking responsibility for meeting communications such as online platforms (Zoom, Google Meets etc), taking minutes as required. Screening calls with tact and discretion; preparing informal translations and acting as interpreter if required. Managing all aspects of the Representative’s and AssistantRepresentative’s travel arrangements, including managing administrative files for mission and travel, compiling draft mission reports for the Representative and AssistantRepresentative. Assists with the preparation and logistics of programme-related workshops, missions, and consultations led by the Management Team. Assisting the Representative and Assistant Representative with political/environmental scanning by coordinating information gathered from a variety of sources. Ensuring that titles, protocol and information is the most accurate and up to date. Maintaining key contacts lists for diplomatic, donor and development partners and UN groups - ensuring that these are kept up to date, and that titles and designations are correct. Setting and maintaining the office filing protocol; ensuring that all key documents are properly managed and stored with final documents properly named and filed accordingly. Provides support to the involvement of the Representative and AssistantRepresentative in corporate initiatives, such as interdivisional working groups and regional initiatives. Consolidates updates on UN-wide changes that may be afoot. Provides direct administrative and coordination support to the Management Team and the Strategic Development Team, under the overall guidance of the Representative as Head of the Team. Supports the Strategic Development Team programme planning and implementation by assisting with tracking deadlines, compiling data, formatting documents, filing, managing the filing system and preparing documents and materials for internal and external use. Coordinates inputs for the preparation of materials and reports including donor briefs, project updates, and strategic planning documents. Maintains and organizes documentation relevant to strategic planning, proposal development, and partnership engagement. Performing other duties as assigned by the Representative and Assistant Representative. Qualifications and Experience: Education: Completed Secondary Level Education is required. A first level university degree is desirable Knowledge and Experience: Six years of relevant experience in administration and/or research. Strong interpersonal and organisational skills. Proficiency in current office software applications. Good written and verbal communication skills. Languages: Khmer and English 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 logistical support Managing data Managing documents, correspondence and reports Managing information and work flow Planning, organizing and multitasking Managerial Competencies (if applicable): None 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 Personal Assistant will provide senior-level communications, administrative, and secretarial support to the Representative and Management Team in Cambodia. Responsibilities include managing communication flows, preparing documentation, and coordinating logistical arrangements for meetings and workshops.