Egypt: Personal Assistant to the Regional Director and Deputy Regional Director

Level: G-6

Contract Type: Fixed Term

Closing date: 9 March – 11.59 pm (Cairo Local Time)

Duty station: Cairo, Egypt - UNFPA ASRO

Duration: 1 year initially with the possibility of renewal depending on performance and availability of funds

Major Activities/Expected Results

· Ensure optimal communication flows between the RD’s and DRD’s office (RDO) and staff of the regional office and other Units as well as external counterparts, through effective use of written, verbal and electronic communication;

· Oversee the Regional Director's correspondence information flow in coordination with the SA: analyze information, identify priorities, initiate responses when appropriate, monitor progress, provide regular updates to Regional Director

· Review and ensure conformity to the Fund’s guidelines and procedures of all outgoing correspondence and submit those for the RD through the Special Assistant (SA) for the RD’s signature;

· Draft non-substantive correspondence, takes dictations and types correspondence, documents and reports ensuring that spelling, punctuation and format are correct; and in consultation with the SA, respond to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner;

· In collaboration with the SA, research files, collect requested information and organize material to meet the RD and DRD’s needs. This includes the preparation of information and/or briefs, summaries and background documentation required by the RD and DRD for all official missions and special meetings;

· Assemble briefing materials and prepare power-points and other presentations including computer generated visuals such as graphs for the Directorate; undertake logistical administrative, and financial arrangements, in consultation with the Operations Manager, for meetings and workshops organized by the Directorate;

· Set up and monitor the RO’s filing system and a follow-up system; organize and maintain the directorate filing system, and maintain up-to-date electronic mailing lists;

· Brief and trains new colleagues, giving guidance to on procedures related to the offices of the RD and DRD and coordinates the secretarial services of the office; distributing special assignments to colleagues as required;

· Responsible for protocol matters, manage the RD’s and DRD’s calendar and schedule of appointments and meetings, in collaboration with the SA; receive high-ranking visitors/officials; take minutes and /or notes, as required; and answer and screen calls with tact and discretion;

· Makes travel arrangements for the RD and DRD and the SA; monitor the budget of the directorate; set up and manage administrative files on the RO’s mission travel, mission reports, administer the RO’s leave attendance; and coordinate the preparation and updating of the RO’s travel plan;

· Ensure the financial entitlements that need to be paid to the RD and DRD are done in timely manner. Such entitlements might be related to missions, DSA, hospitality, etc. The PA raises related requests in the ERP system used by UNFPA.

· Assist in the preparation and finalization of the RO Office Management Plan; and prepare informal translations; may act as interpreter, as required; and

· Perform any other duties, as may be required by the Directorate.

1- Please email your CV/Resume along with a cover letter and P11 Form (mandatory) to asrovacancies@unfpa.org

2- Please specify the title of the job being applied for in the email subject

3- Only applications sent to asrovacancies@unfpa.org will be considered

4- Applications received after the deadline of 9 March 2019 at 11.59 pm(Cairo Local Time) will be disregarded

Full details can be accessed at http://arabstates.unfpa.org/en/vacancies