Personal Assistant to the Representative

Published on 18.01.2018


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Education, training
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Job Ad & Profile Description

Position : Personal Assistant to the Representative

• Provides support to the office of the Representative by coordinating and monitoring relevant business processes and procedures and activities, paying attention to detail and adhering to deadlines.
• Draft and prepares correspondences, directives and comments on behalf of the Representative for his/her signature; and follows up when required.
• Prepares and maintains records, documents and control plans for the monitoring of the administrative and financial function of the office of the Representative.
• Maintains filing system for office of the Representative in accordance with established classification systems and ensures the safekeeping of confidential materials and information.
• Manages the schedule and work program of the Representative, including official receptions that are hosted by UNFPA.
• Maintains the Representative’s calendar and organizes meetings for Representative. Initiates and coordinates the preparation of agendas, briefing materials and other necessary documentation for meetings, workshops and conferences. Acts as Secretary to meetings and acts as an interpreter when required.
• Keeps the Representative informed by providing relevant information, reports or status updates.
• Screens all incoming calls and correspondence.
• Maintains a telephone and address directory of all stakeholders, particularly frequently called persons.
• Maintains protocol procedures.
• Streamlines office procedures between the Representative’s Office and other units.
• Makes use of relevant automated office management systems for effective functioning of the Representative’s office.
• Responsible for the UNFPA pouch.

Required profile for job ad : Personal Assistant to the Representative

UNFPA is looking for candidates who have:

• A Diploma in secretarial studies, business administration, or other related field
• At least 10 years of relevant experience in national and international organizations
• Knowledge of the United Nations systems and procedures would be an advantage.
• Fluency in oral and written English.
• Expertise in current office software applications.
• Proficiency in UN systems (e.g. Atlas, PeopleSoft)

Job criteria for job ad : Personal Assistant to the Representative
Job category:
Secretarial work, assistantship
Services other
Employment type:
Permanent contract
Region :
Greater Accra
City :Accra
Experience level:
More than 10 years
Educational level :
Spoken language:

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