Personal Assistant to the Resident Representative Vacancy at United Nations Population Fund (UNFPA) - Abuja

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. Copied from: www.hotnigerianjobs.com

Job Position: Personal Assistant to the Resident Representative

Type of Contract: Fixed Team Appointment (FTA)

Post Level: ICS 06

Duty Post: Abuja

Duration: One (1) Year renewable but subject to satisfactory performance)

Duties and Responsibilities

Under the guidance of the UNFA 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:

• Arranges appointments and maintains the RRs Agenda, receives high ranking visitors places and screens  telephone calls and answers queries with discretion,
• Receives screens and route correspondence, attaches  necessary background information and maintains a follow-up system with Units as requested.
• Assists in the dissemination of information, acting as contact point with other Agencies
• Drafts routine correspondence some of a highly confidential nature, on a variety of subjects ensuring that spelling, punctuation and formal are correct for signature of the Resident Representative.
• Arranges meetings with nigh-ranking offices and organizes the logistics of official exceptions given by the Head of Office,
• Maintains a database of addresses, phone and fax numbers of Government Official NGOs and the Diplomatic Corps,
• Prepares briefing materials for use at meetings and official missions or special trips. Receives screens and routes. Correspondence attaches necessary background information and maintain follow-up
• Coordinates travel arrangements, liaises with the Travel and Finance Units.
• Proof reads and clears correspondence for conformity with established procedures and accuracy of statements before being signed by the Representative
• Prepare Rep’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 necessary
• Prepare monthly calendar to RC’s office indicating availability of Rep. in duty station for RC a.i
• 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

• Business Acumen. Copied from: www.hotnigerianjobs.com
• Implementing management systems
• Innovation and marketing of new approaches
• Client orientation
• Organizational awareness
• Job knowledge/technical expertise

Corporate Competencies

• Integrity/Commitment to mandate
• Knowledge sharing/Continuous learning
• Valuing diversity
• Working in teams
• Conflict and self management
• Empowerment/Developing people/Performance management
• Analytical and strategic thinking
• Results orientation/Commitment to excellence
• Appropriate and transparent decision making

Qualification and Experience

The ideal candidate should

• Be a Nigerian national (male or Female)
• Possess University degree in Secretarial Administration or in other related filed 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 and a multi cultural environment
• Possess good writing  and communication skills
• Have good working  knowledge of MS Office applications

Application Deadline
5th September, 2011

Method of Application

All applications should include functional e-mail addresses and mobile phone letter of application and detailed curriculum vitae (CV), attached as one file in MS Word  format only. Applications should be addressed to The UNFPA Resident Representative, Abuja and forwarded to e-mail addresses –  [email protected] latest by 05 September, 2011 and clearly marked as follows: PERSONAL ASSISTANT TO THE REP- ICS 06

Please note that UNFPA will respond only to those applicants in whom it has a further interest. Kindly also that only applications sent  by email will be accepted. Qualified women are encouraged to apply. 

Note: UNFPA reserves the right to appoint at the indicated or lower level and prior to the closing date. Kindly note that only applications sent to the designated email will be accepted.