United Nations Population Fund Jobs in Kenya
United Nations Population Personal Assistant Fund Jobs in Kenya
Main Tasks & ResponsibilitiesArranges appointments and maintain Representative’s and Deputy Representative’s diaries. Receives high-ranking visitors, place and screen telephone calls, and answer queries with tact and discretion.
Maintains confidential work and files for UNFPA Rep./Dep.Rep.
Type correspondence, documents and reports. Organise multiple tasks e.g. telephone calls, typing correspondence/documents, downloading of e-mails/documents and distribution of mail to staff, attend to visitors from in and out of the country and ensure any security precautions are respected by both visitors and staff.
Keep track of correspondences requiring action, follow-up and provide feedback to the Representative in good time for respect of deadlines.
Drafts non-substantive correspondence at own initiative and ensure follow-up. Perform tasks with minimal supervision.
Prepares briefing materials for Representative/Deputy Representative for use on their official trips or special meetings. Ensure that relevant factual information, briefs and supporting documentation is provided for meetings and events.
Check and screen correspondences, leave requests to ensure that these are correctly filled before presentation for Representative's approval.
Participates in Programme Meetings. Inform staff of such meetings in advance. Maintain a weekly schedule of all official meetings involving staff participation and maintain the weekly matrix of actions to be taken by staff.
Manages and coordinates activities of secretarial unit and ensure that all work is completed in a timely fashion and workload fairly distributed.
Ensures that the Local Travel Authorization/P.T.8 is done for all officers. Make travel arrangements/visa for the UNFPA Representative and
Deputy Representative.
Performs liaison duties with other units. Assists other Administrative/Programme Assistants in the logistics for preparations/arrangements for incoming/outgoing mission and staff from Headquarters, Africa Regional Office and Sub-Regional Office.
Provides logistical support for various international/local meetings, workshops, etc. Provides backstopping assistance to organizing seminars/workshops for UNFPA office/Projects. Participate in the Quarterly meetings organized for the UNFPA-Funded projects and office retreat.
Provide assistance in secretarial work during the absences of other Administrative/Programme Assistants.
Liaise closely with and support the Resident Coordinator's Office on special events, meetings, missions and update UNFPA Representative on a daily basis.
Qualifications and Experience
Education:
Completion of Secondary School Education plus qualifications in secretarial/business education courses. First level degree will be desirable.
Knowledge and Experience:
At least six years of secretarial / administrative experience, preferably part of it with an international organization or the UN.
Proficiency in current office software applications.
How to Apply
Apply online by 11th August 2017.
For more information and job application details, see; United Nations Population Personal Assistant Fund Jobs in Kenya
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