JOB DESCRIPTION

*No expectancy of renewal in accordance with UN Staff Regulations 4.5

Please Note: Only candidates with a valid residence and work permit in the European Union are eligible.

The Position:

Under the supervision of the Chief, Berlin Representation Office, the Administrative Assistant provides administrative and financial support to the office as well as performing a wide range of duties including procurement,  event management, correspondence, reporting and written work as well as other organizational responsibilities. The Assistant also provides support to the administrative needs of the UNFPA WomenX Collective based on agreed work planning with their supervisor.
How you can make a difference:

UNFPA is the lead UN agency for delivering a world where every pregnancy is wanted, every childbirth is safe and every young person”s potential is fulfilled.  UNFPA’s strategic plan (2022-2025), reaffirms the relevance of the current strategic direction of UNFPA and focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. These results capture our strategic commitments on accelerating progress towards realizing the ICPD and SDGs in the Decade of Action leading up to 2030. Our strategic plan calls upon UN Member States, organizations and individuals to “build forward better”, while addressing the negative impacts of the Covid-19 pandemic on women’s and girls’ access to sexual and reproductive health and reproductive rights, recover lost gains and realize our goals.

In a world where fundamental human rights are at risk, we need principled and ethical staff, who embody these international norms and standards, and who will defend them courageously and with full conviction.

UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Job Purpose:

To provide, administrative, financial and organizational support and guidance including procurement to the Berlin Representation Office, as well as contributing to stakeholder management and supporting the wider work of UNFPA through outreach to partners, organizing meetings and events, driving monitoring, accountability and follow-up, and building relationships. Providing administrative support to the UNFPA WomenX Collective as appropriate.

You would be responsible for:

This position is located within the newly established  Berlin Representation Office. 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, including:

• Managing and monitoring the office’s budgets and expenditure, working closely with HQ, including managing Quantum and Quantum Plus and other relevant financial and reporting systems, budgeting, as per UNFPA’s financial rules and regulations;
• Contributing and supporting work on advocacy projects, campaigns and the creation of resource mobilization materials by preparing relevant documentation;
• Mapping and managing the Berlin 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 DER 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 notetaking, facilitation, and preparations for communications
• Handling procurement processes and contracts, overseeing tenancy and service agreements, ensuring prompt payment of invoices and facilitating necessary correspondence including all service providers.;
• 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 corporate reporting mechanisms as well as supporting report writing to donors;
• Managing and filing of administrative files/documents on e.g. mission travel reports, briefings, notes to file etc.
• Providing administrative support to the UNFPA WomenX Collective Office in Berlin on an agreed-on basis with the Chief and the WomenX team;
• To carry out any other duties as may be required by the Chief of the office and DER Directorate, including administrative and logistical support related to the operationalization of the newly established office.

Qualifications and Experience: 

Education:  

Completion of secondary education is required. A first level university degree in finance, management, business administration or a related field is desirable.
Knowledge and Experience: 

• Five (5) years relevant work experience,  preferably with or in the UN system.
• Proficiency in using Google Suite and Microsoft spreadsheets/Excel, Word, PowerPoint, and an ERP system
• Reporting, accounting systems preferably those of UNFPA or UNDP
• Good written and communication skills
• Candidates must have a valid residence and work permit in the European Union…

Other Desirable Skills: 

• Strong problem-solving skills, organizational skills, evidence using your own initiative, working at pace, and evidence of sound judgment are highly desirable skills. A strong interest in development work, especially the mission of the United Nations Population Fund, and dedication to the principles of the United Nations. Ability to multitask and work in a fast-paced work environment where compliance with deadlines is critical. An ability to think clearly and plan effectively is also highly desired.

Languages: 

Fluency in English and English required.

Required Competencies: 

Values:

• Exemplifying integrity,
• Demonstrating commitment to UNFPA and the UN system,
• Embracing cultural diversity,
• Embracing change

Core Competencies: 

• Achieving results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves and our relationships,
• Communicating for impact

Functional Competencies:

• Logistical support
• Managing information and workflow
• Managing documents, correspondence and reports
• Managing data
• Planning, organizing and multi-tasking
• Managing financial processes
• Job knowledge / technical expertise

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA”s workforce – click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements.

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants” bank accounts.

Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.