Organizational Setting
The Personal Assistant to the Representative is located in the UNFPA, Lusaka, Zambia Country Office
Main Tasks & Responsibilities
Under the guidance of the UNFPA Representative, the Personal Assistant is responsible for the provision of high standard of personal and confidential secretarial services to the Representative.  He/she is also responsible for the provision of administrative support to the Representative.
  • Provides support in preparing and drafting reports and correspondence to UN Agencies, government institutions and external clients for the Country Office;
  • Supports the Representative by managing and maintaining the programme of the Representative on a daily, weekly and quarterly basis, by evaluating, in consultation with the Representative, requests for appointments and meetings;
  • Compiles briefing material and background documents in consultation with the respective programme officers for meetings and missions of the Representative;
  • Screens and controls all incoming correspondence.  Reviews outgoing correspondence for the Representative signature for accuracy of style, grammar and correctness of format;
  • Facilitates appropriate logistical arrangements in consultation with the relevant units for events involving high level officials, prepares the programme and ensures appropriate protocol arrangements are in place;
  • Draft routine correspondence and types reports and documents accurately to meet deadlines;
  • Manages and maintains a filing system of all reference records, including those of a confidential nature;
  • Arranges the travel of the Representative in consultation with the relevant units and prepares the itinerary;
  • Provide support in Human Resources issues in the absence of the HR Assistant
  • Introduces, maintains and updates vendors;
  • Asset Focal Person - Asset Management
  • Responsible for the telephone switchboard in the absence of the Receptionist
  • Manage office beautification
  • Perform other duties as assigned.

Qualifications and Experience
  • Completion of secondary level education with additional training in administration and management;
  • 6 years of relevant experience in  administration and management;
  • The incumbent should have the ability to organize work independently with minimum supervision;
  • He/she also has to work productively in a team and has to be able to work under pressure, gain support from others and produce quality work;
  • Excellent communication and writing skills;
  • Fluency in English is required; knowledge of another UN language is an asset;
  • Short-listed candidates may be required to successfully complete a UNFPA position related test.
Closing Statement
UNFPA has established an electronic application management system.  This allows applicants to create a candidate profile, which can be updated regularly and submitted for more than one vacancy.
Download the step by step Guide to applying in the E-Recruit of UNFPA at
Notice: There is no application, processing or other fee at any stage of the application process. UNFPA does not solicit or screen for information in respect of HIV or AIDS and does not discriminate on the basis of HIV/AIDS status.
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