Job Identification : 10154
Locations : Lome, Togo
Posting Date : 04/28/2023, 12:07 PM
Apply Before : 05/19/2023, 04:30 PM
Job Schedule : Full time
Grade : G6
Vacancy Type : Fixed Term
Rotational/Non Rotational : Non-Rotational
Contract Duration : 1 Year with Possibility for extension
Education and Work Experience : Bachelor’s Degree – 3 year ( s ) experience OR High School certificate- 6 year ( s ) experience
Required Languages : French
Desired Languages
English
Vacancy Timeline : 3 Weeks
Job Category : Administration / Operations / Support
Job Description
The post :
The incumbent will provide the representative with logistical and administrative support as well as general secretariat assistance.
He or she will be placed ( e ) under the direct authority of the representative.
Act for change :
The mission of UNFPA, the lead agency of the United Nations, is to ensure that every pregnancy is desired globally, each delivery takes place without danger and each young person fully realizes their potential. The new UNFPA strategic plan ( 2018-2023 ) aims to achieve three transformative results: putting an end to preventable maternal deaths ; ensuring that no need for family planning remains unmet; and eradicate gender-based violence and harmful practices.
In a world where basic human rights are threatened, it is imperative that our staff demonstrate ethics and integrity, and that they defend these international standards and standards with courage and conviction.
UNFPA is looking for candidates who can inspire and achieve transformative results with significant impact and long-term inscribed. We expect our staff to act transparently, to optimize the use of the resources entrusted to them, and to commit to achieving excellent programmatic results.
Objective of the position :
You will provide communication, administrative and secretarial support to the representative, and will ensure strict respect for the confidentiality of the tasks assigned to you. You will comply with protocol procedures, facilitate the flow of information and ensure regular follow-up of files by honoring the deadlines and commitments made. You will be the main intermediary in the office of the representative to the Government, partners and your colleagues. You will also be in organizational positions on behalf of the country office, whose communications operations you will support and for which you will facilitate the acquisition and management of knowledge. You will provide logistical support and provide secretarial missions.
Main activities / expected results
- Ensure the fluidity of ( written, oral and electronic communication ) between the representative and his external counterparts as well as the staff of the country office.
- Record and forward the representative’s incoming operational documents for country office staff ; review and ensure compliance with UNFPA guidelines and procedures of all outgoing correspondence and submit them to the representative for signature.
- Prepare secondary correspondence drafts, take notes and write messages, documents and reports, ensuring compliance with spelling, punctuation and layout rules; and, in consultation with other country office staff, responds to requests for information – including confidential – in a timely, discreet and precise manner.
- Perform research, collect the requested information and prepare documents that meet the needs of the representative. These tasks include preparing data and / or information notes, summaries and reference documents required by the representative as part of his official missions and special meetings.
- Compile guidance documents and prepares PowerPoint presentations as well as other information materials, including computer generated visuals such as graphics. Takes logistical, administrative and financial arrangements in connection with meetings and workshops organized by the representative’s office in consultation with the director or the operations specialist.
- Set up and supervises the archiving system as well as the country office monitoring system. Organizes and maintains the archiving system of the representative’s office. Maintains email address lists.
- Informs and trains the new secretaries, deliver recommendations to other secretaries in connection with office procedures and coordinate the country office secretariat services, distributing special tasks.
- Is responsible for protocol matters and contributes to the maintenance of diplomatic relations. Manages the representative’s agenda as well as the calendar of meetings and meetings. Welcomes high-ranking visitors and senior officials. Take the necessary minutes and / or notes, respond to calls and filters with tact and discretion.
- Organize the representative’s trips. Control the budget of the representative’s office, constitute and manage the administrative files relating to the travel and mission reports of the representative, manages the representative’s leave and coordinates the preparation as well as the updating of his travel plans.
- Contributes to the preparation and finalization of the country office management plan. Prepare the translation of information documents and can act as an interpreter if necessary.
Labor relations
Parmi les contacts internes figurent les autres assistants du bureau de pays, le représentant adjoint, les membres de l’équipe d’appui technique et de programme du bureau de pays, le directeur ou le spécialiste des opérations et les membres de l’équipe d’appui administratif du bureau de pays, ainsi que les membres du Siège, des bureaux régionaux et des bureaux sous-régionaux. Ce sont tous des interlocuteurs dans une optique d’éclaircissement des politiques et procédures à l’œuvre et des enjeux régionaux.
Parmi les partenaires externes figurent les partenaires de mise en œuvre des projets du bureau de pays, les gouvernements, les institutions universitaires, les organismes professionnels, les ONG, les OIG, les bibliothèques et les bases de données d’aide à la recherche.
Exigences du poste
Expérience et formation :
- Diplôme de Licence (BAC +3)
- Six ans d’expérience pertinente dans l’administration et/ou la gestion de bureau.
- Maîtrise du français et aisance en anglais à l’écrit et à l’oral.
Connaissances et expérience :
- Expérience en assistance à la recherche.
- Solides compétences interpersonnelles et organisationnelles.
- Maîtrise des applications bureautiques courantes et des systèmes financiers informatiques d’entreprise.
- Aptitudes à la communication écrite et orale.
Languages:
La maîtrise du français est requise et une connaissance pratique de l’anglais est souhaitable.
Required Competencies
Valeurs :
- Faire preuve d’intégrité
- S’impliquer concrètement auprès de l’UNFPA et du système des Nations Unies
- S’ouvrir à la diversité culturelle
- Embrasser le changement
Compétences de base :
- Obtenir des résultats
- Rendre compte de ses décisions
- Foster and embody professional expertise and business acumen
- Have an analytical mind and think strategically
- Know how to work in a team / master calm and maintain good professional relationships
Functional skills :
- Provide logistical support
- Manage financial processes
- Manage data
- Manage documents, correspondence and reports
- Manage information and workflows
Remuneration and Social Benefits :
This attractive job offer includes a competitive net salary.
Disclaimer
UNFPA does not charge any application, treatment, training, maintenance, test or other fees related to the application or recruitment process. Any fraudulent notice, letter or offer may be submitted to the UNFPA Integrity Telephone Assistance Service ( https://web2.unfpa.org/help/hotline_french.cfm).
In accordance with the Staff Regulations and Staff Rules of the United Nations, persons applying for posts in the category of international administrators, who have permanent resident status in a country other than their country of nationality may be required to renounce this status upon appointment.
Warning
UNFPA does not require application fees, case processing, training, maintenance, examination or other costs related to the application or recruitment process. Fraudulent announcements, letters or offers can be reported to the UNFPA http://www.unfpa.org/help/hotline.cfm fraud hotline