Duration: 06 months
Delivery dates and how work will be delivered: Full Time, 10 March 2023 – 10 August 2023
Place where services are to be delivered: UNFPA Namibia Office
Supervisory arrangements: Consultant will be reporting to the UNFPA Representative, Namibia Country Office
Purpose of consultancy: As the key administrative support to the Country Representative, an individual consultant- Personal Assistant to the Representative will be responsible for maintaining full confidentiality, upholding protocol, managing information flow and following up on deadlines and commitments. She/he will also facilitate knowledge building and management; provide logistical support; support communications; and coordinate secretarial services.
Scope of work:
Effective and efficient operation of the Representative's office:
- Ensure optimal communication flows between the Representative 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.
- Prepare documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Representative’s needs for official trips and high level meetings.
- Managing the Representative’s calendar and schedule of appointments; receiving high-ranking visitors/officials; and preparing and following up on meeting minutes.
- Managing all aspects of the Representative’s travel arrangements, including maintaining appropriate files and reports
- Maintain and follow protocol procedures and the safety measures of the Representative.
- Facilitate and prepare briefing documents for the Representative's appointments, meetings and missions.
- Maintain databases of high-level partners and telephone lists (Diplomatic Corps, United Nations Agency, Government list; NGOs, Civil Society, etc.).
- Prepare correspondence, instructions, comments from the Representative for her signature and follow-up as necessary.
- Ensure compliance and completeness of any mail/document submitted for the signature or clearance of the Representative, correct any errors detected and ensure that all reference documents are attached.
- Draw the Representative's attention to important/urgent documents in case of need to meet deadlines.
- Provide any necessary assistance to UNFPA staff and partners during various missions, meetings, conferences and events.
Support effectively the flow, dissemination and availability of information
- Sort/select incoming and outgoing correspondence from the Representative.
- Support the organization and maintenance of the Representative’s filing system (physical and electronic in IDocs).
- Ensure the secretariat of general staff meetings, follow up on deadlines, decisions and actions taken, and to coordinate the compilation of data and/or submission of reports to the Representative.
- Submit on time for clearance/signature of the Representative, request and documents from Operations and Programme Teams and the Implementing Partners.
Facilitate and promote knowledge management:
- Share with staff documentations and knowledge products under the guidance provided by partners and headquarters.
- Support Programme Teams to develop and produce CO knowledge products, and maintain networks of knowledge institutions, academia, etc. for knowledge sharing.
Other
- Act as a back-up on selected functions to other Programme Associates during their absence.
- Carry out any other duties as may be required by the supervisor.
Knowledge and Experience:
- 2 years of relevant experience in executive office support, administration and/or programme.
- Some experience in research assistance.
- Strong interpersonal and organisational skills.
- Proactiveness, emotional intelligence.
- Computer literacy - Word, Excel, Power-point, etc., and knowledge of spreadsheet and database packages, experience in handling of web based managements system;
- Strong written and verbal communication skills.
Languages:
Fluency in English (oral and written).
Required Competencies
Values:
• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change
Functional Competencies:
• Providing logistical support
• Managing data
• Managing documents, correspondence and reports
• Managing information aUnd workflow
• Planning, organising and multitasking
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
Managerial Competencies:
• Providing strategic focus,
• Engaging in internal/external partners and stakeholders,
• Leading, developing and empowering people, creating a culture of performance
• Making decisions and exercising judgment
How to apply:
Interested applicants should send a short letter of motivation and a detailed CV with the subject clearly stated "Individual Consultant- Personal Assistant to the Representative" to recruitments.unfpa@gmail.com.
Application Deadline: 27 February 2023, 17h00, CAT
The United Nations does not charge a fee at any stage of its recruitment process (application, interview, processing, training) or another fee, or request information on applicants’ bank accounts or HIV status.
