To provide research, administrative, financial and organizational support to the N.A. Rep Office as Administrative Assistant to the Chief, as well as contributing to stakeholder management and supporting the wider work of UNFPA through outreach to partners, taking minutes of meetings and building relationships. Main Tasks &
Responsibilities:
This position is located within the 2-person North American Representational Office in Washington. Due to the nature of the small office, duties will be wide-ranging and the job holder will be expected to be flexible and demonstrate the ability to adapt to a range of different tasks including office and finance administration, organizational duties, attending meetings, written work and general support to the office Chief, including:
Managing and monitoring the office’s budgets and expenditure, working closely with HQ, including managing Atlas and other relevant financial systems, budgeting, as per UNFPA’s financial rules and regulations;
Contributing to political analyses including monitoring Congressional and debates, and mapping political interests to facilitate the work of the office; and supporting work on projects, campaigns and the creation of resource mobilization strategies by preparing relevant documentation i.e. project summaries, conference papers, speeches and donor profiles;
Mapping and managing the NA Rep Office’s stakeholder engagement to track partners interests, manage the office’s interactions, and to get the most out of relationships;
Scheduling and coordinating meetings and, when necessary, preparing agendas, information papers, think-pieces, briefing notes and/or minutes of meetings;
Preparing travel authorizations and travel arrangements for the office and facilitating approval from the DCS Directorate, as well as preparing visit programmes for the Chief and inward UNFPA Senior Management visits including hotel and event space management, ground transportation and comprehensive visit programmes;
Organizing and providing administrative support to workshops, retreats, events and meetings for the office, including note-taking, facilitation, and preparations for communications and media handling;
Supporting public speaking and presentations by the office, such as preparing speaking notes, PowerPoint presentations and creation of computer-generated visuals (e.g. graphs or infographics);
Handling procurement processes and contracts, overseeing tenancy and service agreements, ensuring prompt payment of invoices and facilitating necessary correspondence;
Researching and drafting responses to enquiries received by the office or following up requests for support or collaboration with external partners or for advice from internal partners;
Supporting the monitoring of the office’s workplan and Strategic Information System/MyResults;
Managing and filing of administrative files/documents on e.g. mission travel reports, briefings, notes to file etc.;
To carry out any other duties as may be required by the Chief of the office and DCS Directorate, including administrative and logistical support related to the operationalization of the newly established office.
Qualifications and Experience:
Education:
University degree in a related field desirable
Knowledge and Experience:
5 years relevant work experience
Proficiency in using spreadsheets/Excel, Word, PowerPoint and ATLAS, IBM Cognos Reporting, UNFPA accounting systems
