Personal Assistant to Head of Sub Office, Cox's Bazar, Bangladesh 208 views

Job Title: Re Advertisement: Service Contract: Personal Assistant to Head of Sub Office, SB3, Cox’s Bazar, Bangladesh

Job ID: 27622

Location: Asia and Pacific

Full/Part Time: Full-Time

Regular/Temporary: Regular

Background Information

The Personal Assistant (PA) to the Head of sub office is located in Sub Office-Cox’s Bazar of UNFPA Bangladesh and reports to Head of sub office

The PA provides senior level communications, administrative and secretarial support, maintaining full confidentiality in all aspects of assignment, maintenance of protocol procedures, information flow and follow-up on deadlines and commitments made. The PA also provides organizational functions to the Sub Office in terms of: providing effective communications support; ensuring facilitation of knowledge building and management; providing logistical support; and coordinating the secretarial services.

Main Tasks & Responsibilities

• Ensures optimal communication flows between the Head of Sub office and the staff of the CO, as well as external counterparts, through effective use of written, verbal and electronic communication.
• Logs and routes incoming documents from the Head of Sub Office to the staff for action; reviews and ensures conformity to UNFPA’s guidelines and procedures of all outgoing correspondences and submits for the Head of Sub office signature.
• Drafts non-substantive correspondence, takes dictations and types correspondence, documents and reports ensuring that spelling, punctuation, and format are correct; and in consultation with other Sub office personnel responds to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner.
• Researches files, collects requested information, and organizes material to meet the Head of sub office needs. This includes preparation of information and/ or briefs, summaries and background documentation required by the Head of sub office for all official missions and special meetings.
• Assembles briefing materials and prepares power points and other presentations including computer generated visuals such as graphs. Undertakes logistical administrative, and financial arrangements in consultation with the Operations Analyst, for meetings and workshops organized by the head of sub Office.
• Sets up and monitors the filing system and a follow-up system for the Sub office. Organizes and maintains the filing system for the sub Office. Maintains up-to-date electronic mailing lists.
• Briefs and trains new secretaries, gives guidance to other secretaries on office procedures and coordinates the secretarial services of the sub office, distributing special assignments to the secretaries.

• Tags

  asia and pacific

  interpreter

  mailing lists

  office management

  translation

• Responsible for protocol matters. Manages the Head of sub Office calendar and schedule of appointments and meetings. Receives high-ranking visitors/officials. Takes minutes and/ or notes as required, and answers and screens calls with tact and discretion.
• Makes travel arrangements for the Head of sub Office. Monitors the budget of the Head of sub Office, sets up and manages administrative files on the Head of sub Office mission travel, mission reports, administers’ the Head of sub Office leave attendance, and coordinates the preparation and updating of the Head of sub Office travel plans.
• Draft Letters and Memo, arrange internal and external meetings, Coordinate correspond and meetings with country office.
• Prepare relevant documents for meetings and donor visit
• Assists in the preparation and finalization of the Sub Office Management Plan. Prepares information translations, and may act as interpreter as required.

Qualifications and Experience

Education:

Bachelor degree in Social Science, Business Administration, Management or any another related field

Knowledge and Experience:

• Five years of relevant experience in administration.
• Some experience in research assistance.
• Strong interpersonal and organizational skills.
• Proficiency in current office software applications and corporate IT financial systems.
• Good written and verbal communication skills.

Required Competencies

Values:

Exemplifying integrity Demonstrating commitment to UNFPA and the UN system Embracing diversity in all its forms 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 Communicating for Impact

UNFPA Work Environment

UNFPA provides a work environment that reflects the values of gender equality, teamwork, Embracing diversity in all its forms, integrity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. UNFPA promotes equal opportunities for all including persons with disabilities.

Closing Statement

This position is open for Bangladeshi Nationals only

Type of Contract: Service Contract

Level: SB-3

Duty station: Cox’s Bazar, Bangladesh

Closing date: 30 December 2019 (5 pm Bangladesh time)

(Female candidates are strongly encouraged to apply)

Disclaimer

Important applicant information

All posts in the SC categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

Scam warning

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For any questions or comments please contact [email protected]