Personal Assistant to the Country Representative, Cotonou

About the role

The Personal Assistant provides senior-level administrative, secretarial and communications support to the Country Representative in Cotonou, Benin, as a direct report of the Representative. The role covers confidentiality, protocol, information flow, follow-up on deadlines, knowledge management, logistics, communications and coordination of secretarial services.

Key responsibilities

• Ensure smooth communication between the Representative, the Country Office staff and external counterparts, and respond to information requests in a timely and discreet way
• Prepare documentation and presentations, including correspondence, briefs and reports, and research and collate material for official trips and meetings
• Handle logistical, administrative and financial arrangements for meetings and workshops, in consultation with the Operations Manager/Operations Specialist
• Coordinate secretarial services, including briefing and training new secretaries, guiding others on office procedures and distributing special administrative assignments
• Manage the Representative's calendar and appointments, receive high-ranking visitors and take minutes as required
• Manage travel arrangements, maintain files and reports, and monitor the budget of the Representative's Office
• Assist in preparing the Country Office Office Management Plan, including information translations, and act as interpreter if required

Required profile

• Completed secondary education; first-level university degree desirable
• Six years of relevant administrative experience
• Some experience in research assistance
• Fluent English; knowledge of other UN official languages, preferably French and/or Spanish, is desirable
• Integrity, commitment to UNFPA and the UN system, cultural diversity and openness to change

Required skills

• Proficiency in current office software and corporate IT financial systems
• Good written and verbal communication skills
• Logistical support, document and correspondence management, information and workflow management, planning and organisation