Term of Reference
RE-ADVERTISEMENT
Post Title: Personal Assistant to the Representative
Type of Contract: Fixed Term Appointment (National Staff)
Level: GS-6
Organisation Unit: UNFPA
Duty Station: Dili, Timor-Leste
Duration: Fixed Term with initial probationary contract of three months
Main Functions:
Under the supervision of UNFPA Country Representative, the Personal Assistant will perform the following functions:
· Arranges appointments and maintains UNFPA Representative calendar, receives visitors including high-ranking officials.
· Prepares briefing materials for UNFPA Representative for use on official trips or special meetings;
· Arranges official receptions given by UNFPA Representative;
· Organizes and draft minutes of staff meetings including meetings of Senior Management Group;
· Maintains and supervises overall office filling system
· Screens incoming correspondence, assigns file references, register/route and attach necessary background information
· Prepares informal translation and may act as interpreter and prepare minutes of meetings as assigned
· Allocates daily work schedule of UNFPA Representative’s driver
· Selects and makes pertinent abstracts and undertakes search for information;
· Assists in preparing/typing reports, with confidentiality;
· Maintain confidential and general management files
· Performs liaison duties with Operations Section in arranging travel for the Country Representative
· Maintains lists of names, addresses and telephone numbers of senior official and members of Government, Diplomatic Corps and UN Agencies
· Prepares letters, memos, meeting invitations and other correspondence
· Selects information and records in specified format for use by others in preparing reports, correspondence, technical papers, projects or programme plans and general reference documents
· Operates office equipment such as word processors and other similar keyboard equipment
· Draft routine correspondence memoranda and reports via oral instruction or other available information sources, in accordance with standard office procedures
· Performs other duties as required
Qualifications:
· Candidate must be nationals of Timor-Leste and must have at least completion of secondary school or preferably with the Bachelor Degree.
· Minimum three (3) years of relevant working experience as secretary
· Proficiency in Microsoft Word, Excel, and Power Point
· Excellent interpersonal communication skills and ability to work independently as well as in a team
· Thorough knowledge of office procedures and protocol
· Proficiency in English (verbal and written), knowledge of Portuguese and working experience with UN agencies would be an asset
HOW TO APPLY
Candidates should submit a Cover Letter, Recent Curriculum Vitae and P11 form in a sealed envelope marking “Confidential” and mentioned the post being applied at the top of the envelope, by 17th February 2010, at the latest, to the following address:
UNFPA,
UN House,
Caicoli Street,
Dili.
Timor-Leste or email to: jsoares@unfpa.org
NOTE : P11 form you can take the hard copy from the security at the back gate of Obrigado barracks compound opposite to the Previous Palacio da Cinzas or you can get the soft copy by sending email to the above email address.
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