Background

The consultancy as administrative assistant is located in the Sexual and Reproductive Health Branch of the Technical Division. The consultant will report directly to the Branch Chief. She/he will serve as the primary administrative support for the Branch Chief and will provide general administrative support to the Branch.

Main Tasks and Responsibilities

• Manage the Branch Chief’s calendar and schedule of appointments; receive visitors;
• Provide logistical and administrative support and follow-up for substantive meetings organized by the Branch;
• Prepare travel authorizations and make travel arrangements for the branch.
• Organize audio and video conferences and webinars;
• Review incoming correspondence, collect and prepare necessary information for reply/action, and draft and finalize response;
• Prepare first drafts of responses to inquiries received by the Branch for action by supervising officers;
• Provide hospitality/catering/logistical support for meetings/conferences organized by the Chief and the Branch;
• Maintain an office filing system and assist in archiving;
• Assist in the raising and follow up of requisitions, purchase orders and in the timely processing of payments to vendors;
• Assist the other support staff focal points in the management of leave and attendance, branch assets and in the space management of personnel;
• Assist in gathering and compiling data and information for the preparation of documents, guidelines, speeches and position papers using website or content searches by selected themes;
• Assist in organizing, compiling and processing information from donors, regional offices, programme countries, and country offices, as inputs to various databases and documents;
• Prepare PowerPoint and other presentations, including computer generated visuals such as graphs for the Chief and support other staff if necessary; and
• Carry out any other duties as may be required by the Branch Chief and work in tandem with the other support staff of the Branch in discharging the administrative functions of the Branch.

Work Relations

The consultant will provide critical support to the Branch Chief and Branch staff. Internal partners include MIS, to resolve Atlas-related queries; Finance Branch, to resolve procurement and expenditure issues; DHR, for personnel related issues; Office of the Executive Director on policy, planning and management issues; and regional offices on regional and country issues.

External partners include project implementing partners, academic institutions, professional societies, NGOs and IGOs.

Education and Qualifications

• Completion of secondary school education;
• Five years previous experience in administration and office support;
• Strong interpersonal and organizational skills;
• Computer literacy - Word, Excel, PowerPoint, etc.;
• Good writing and communication skills;
• Fluency in English is required.

Other Desirable Skills

Initiative, strong conceptual abilities, sound judgment, strong interest in sexual and reproductive health, especially the mission of the United Nations Population Fund and dedication to the principles of the United Nations.

Organizational Setting

• The consultancy will be based at UNFPA, New York Headquarters.  Travel will not be required.
• The duration of the consultancy is from 1 May 2016 to 31 March 2017 (11 months).
• The consultant will be paid on a monthly basis.

How to apply

Candidates should submit the following documents:

• An application letter which states the candidates's motivation to apply for this post
• A curriculum vitae/resume, and
• A completed United Nations Personal History form (P-11)

All the above documents must be sent by e-mail to  Veronique Lozano (Lozano@unfpa.org)  by 31 March 2016