Personal Assistant to Representative Vacancy-Job Ref: JKZWUNFPA/1010/202635

Personal Assistant to Representative Vacancy-Job Ref: JKZWUNFPA/1010/202635

Harare (Zimbabwe)

Job Description

Under the direct supervision of the Representative, the Personal Assistant to the Representative will provide support to the office of the Representative by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines.

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 will defend them courageously and with full conviction.

UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, 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:
Provide support to the office of the Representative by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines.

You would be responsible for:

Provide support to the office of the Representative by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines.
Effectively provides general research support from records, reports and prepares periodic and ad hoc reports on programme and project activities.
Prepares and maintains records documents and control plans for the monitoring of administrative and financial function of the office of the Representative

Manage the schedule and work program of the Representative, including official receptions Keeps Representative informed by providing relevant information, reports or status updates
Maintain telephone and address directory of all stakeholders, particularly frequently called persons.
Organize meetings for Representative; initiates and coordinates preparation of agenda and necessary documentation for meetings as well as workshops and conferences; acts as Secretary to the meetings.
Maintain filing system for office of the Representative in accordance with established classification system

Draft routine correspondence
Act in accordance with the Standards of Conduct for the International Civil Service
Demonstrate loyalty and commitment to the aims, principles and purposes of the UN system and UNFPA
Perform other administrative and logistic support duties as required.

Qualifications and Experience:

Education:

Completed Secondary Level Education required. First level university degree desirable.

Knowledge and Experience:

Six years of relevant experience in administration or office management.
Incumbent is expected to have thorough knowledge and use of all relevant computer software applications.
A thorough understanding of the UN system in general is an added advantage.

Languages:

Fluency in English; knowledge of other official UN languages, is desirable.

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,

Functional Competencies:

Providing logistical support
Managing data
Managing documents, correspondence and reports
Managing information and work flow
Planning, organizing and multitasking
Supporting financial data analysis

Please click on the button below to Apply.