Personal Assistant to Representative
- Career Category: Assistant, Exec. / Management, Business Administration, Communications
- Schedule:Full-time
- Salary: N/A
Level: GS-6
Position Number: 00004717
Location: Phnom Penh, Cambodia
Fixed term/Temporary: Fixed Term Rotational/Non-Rotational: Non-Rotational Duration: One year (renewable)
The Position:
The position provides senior level communications, administrative and secretarial support to the Cambodia Country Office management team, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made.
You will report directly to the Representative or the Officer-in-Charge.
Job Purpose:
You will deliver high-quality senior-level communications, administrative and secretarial support to the Representative and the Management Team in Cambodia. You will also contribute to organizational functions of the office by providing effective communications support to the office; facilitating knowledge building and management; providing logistical support; and coordinating the secretarial services of the office, assisting with programme coordination and delivery monitoring. You will support the Representative and the Management Team in their capacity and help ensure strong linkages between strategic, programmatic, and operational priorities.
You are expected to promote a client-oriented, quality- and results- oriented approach by
interpreting and implementing the relevant rules, procedures and guidelines, and by supporting the Representative and management in monitoring of UNFPA programme implementation.
- Ensuring optimal communication flows between the Representative, the Assistant Representative, management 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.
- Preparing documentation and presentations, including correspondence, briefs and reports, and researching and collating material to meet the Representative’s, Assistant Representative’s and management’s needs for official trips and meetings. This includes preparation/compilation of briefing notes and talking points, summaries and background documentation required by the Representative/Management for all official meetings and missions, including through collecting and substantive integration of inputs from CO colleagues and external sources.
- Undertaking logistical administrative and financial arrangements in consultation with the Finance and Operations team under the guidance of the Operations Manager, for meetings and workshops involving the Representative, and Management.
- Managing the Representative’s and the Assistant Representative’s calendar and schedule of appointments.
- Support to hosting and receiving high-ranking visitors/officials by being responsible for protocol matters.
- Setting up and facilitating equipment for meeting rooms, taking responsibility for meeting communications such as online platforms (Zoom, Google Meets etc), taking minutes as required.
- screening calls with tact and discretion; preparing informal translations and acting as interpreter if required.
- Managing all aspects of the Representative’s and Assistant Representative’s travel arrangements, including managing administrative files for mission and travel, compiling draft mission reports for the Representative and Assistant Representative. Assists with the preparation and logistics of programme-related workshops, missions, and consultations led by the Management Team.
- Assisting the Representative and Assistant Representative with political/environmental scanning by coordinating information gathered from a variety of sources. Ensuring that titles, protocol and information is the most accurate and up to date.
- Maintaining key contacts lists for diplomatic, donor and development partners and UN groups - ensuring that these are kept up to date, and that titles and designations are correct.
- Setting and maintaining the office filing protocol; ensuring that all key documents are properly managed and stored with final documents properly named and filed accordingly.
- Provides support to the involvement of the Representative and Assistant Representative in corporate initiatives, such as interdivisional working groups and regional initiatives. Consolidates updates on UN-wide changes that may be afoot.
- Provides direct administrative and coordination support to the Management Team and the Strategic Development Team, under the overall guidance of the Representative as Head of the Team.
- Supports the Strategic Development Team programme planning and implementation by assisting with tracking deadlines, compiling data, formatting documents, filing, managing the filing system and preparing documents and materials for internal and external use.
- Coordinates inputs for the preparation of materials and reports including donor briefs, project updates, and strategic planning documents.
- Maintains and organizes documentation relevant to strategic planning, proposal development, and partnership engagement.
- Performing other duties as assigned by the Representative and Assistant Representative.
- This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.
- Experience in administration and/or research for 6 years
- Completed Secondary Level Education is required. A first level university degree is desirable
- Strong interpersonal and organizational skills.
- Proficiency in current office software applications.
- Good written and verbal communication skills.
- Fluency in spoken and written English and Khmer.
- Exemplifying integrity,
- Demonstrating commitment to UNFPA and the UN system,
- Embracing cultural diversity,
- Embracing change
- 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
