Personal Assistant to Regional Director

As the key administrative support to the Regional Director, you will be responsible for maintaining full confidentiality, upholding protocol, managing information flow, and following up on deadlines and commitments.  You will also facilitate knowledge building and management; provide logistical support; support communications; and coordinate secretarial services.

You would be responsible for:

• Ensuring optimal communication flows between the Regional Director and the staff of the Regional Office (RO), as well as external counterparts.  In consultation with other RO personnel, responding to requests for information, in a timely, discrete manner.
• Working closely with and under the guidance of the Special Assistant, prepare documentation and presentations, including correspondence, briefs and reports, and research and collate material to meet the Regional Director’s needs for official trips and meetings.
• Undertaking logistical administrative and financial arrangements in consultation with the Special Assistant, Operations and other teams, for meetings and workshops organized by the RO’s Office. Take minutes of office meetings when required,
• Managing the Regional Director’s calendar and scheduling of appointments; receiving high-ranking visitors/officials; and taking minutes as required.
• Managing all aspects of the Regional Director’s travel arrangements ensuring compliance with UNFPA’s travel policy, preparing travel related briefs, maintaining appropriate files and reports, monitoring the budget of the RD’s Office and coordinating with Country Offices and with colleagues accompanying the Regional Director;
• Briefing, guiding and training new/other RO secretaries, on office procedures, UNFPA correspondence standards, and assigning special administrative assignments as needed.
• Liaising with national authorities, in particular the Ministry of Foreign Affairs for the timely issuance of residence cards and permits and related documents for all staff of the Regional Office.
• Assisting in the preparation and finalization of the Regional Director’s work plans, travel plans and related documents including the preparation of informal translations, and acting as interpreter if required.
• Support the Deputy Regional Director and/or the Officer-in-Charge in the absence of the Regional Director.
• Perform any additional tasks that the Regional Director or Deputy Regional Director assigns.

Qualifications and Experience: 

Education:  

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

Knowledge and Experience: 

• Six years of relevant experience in administration.
• Strong interpersonal and organisational skills.
• Good written and verbal communication skills in English and in Turkish.
• Proficiency in current office software applications and corporate IT financial systems

Languages: 

• Fluency in English is required; knowledge of other UN languages is an asset.

Source: https://www.unfpa.org/jobs/personal-assistant-regional-director-g6-readvertised