LEADER IN REPRODUCTIVE HEALTH AND POPULATION AND DEVELOPMENT VACANCY NO. : UNFPA/IND/2008/010 ISSUE DATE : 12th March 2008 CLOSING DATE : 7th April 2008 POST TITLE : Senior Secretary/Programme Assistant (Advocacy) POST LEVEL : ICS 5 DUTY STATION : New Delhi, India DURATION : Annual, renewable Organizational Setting Under the overall guidance of the Senior Advocacy and Communication Officer, the Senior Secretary/Programme Assistant (Advocacy) provides Secretarial, Communication and Administrative Support to the Advocacy Unit, ensuring high quality, accuracy and consistency of work. The Senior Secretary/Programme Assistant (Advocacy) works in close collaboration with the other staff in the Programme, State offices and Operations to support the implementation of the communications and advocacy strategies to increase the standing and awareness of UNFPA and ICPD issues among partners, the media and the public. Main tasks and responsibilities 1. Provides Secretarial Support to the Advocacy Unit with focus on the following: Preparation/editing/formatting of correspondence, emails, faxes, memoranda, reports, documents and/or presentations using standard software. Arranging appointments, scheduling meetings, receiving visitors, screening phone calls, making travel arrangements and responding to requests for information; Take dictation for critical correspondence and ensure their proper recording. Prioritize and bring critical matters to the attention of the supervisor. Retrieve information speedily by maintaining electronic and paper filing and other systems 2. Provides administrative support to the Advocacy Unit with focus on the following: Prepare and process checklists relating to payment requests, etc. Maintain roster of editors, translators, designers, consultants and partners in electronic form using standard/customized software. Ensure adequate availability of Advocacy and other relevant materials at all times by informing supervisor of reprinting requirements in a timely manner. Assist in preparation of Grants, Annual Work Plans and Contracts relating to the work of Advocacy Unit. 3. Supports implementation of communications and advocacy strategies with focus on the following: Administrative and Logistical support to the Advocacy Unit including for initiatives such as organization of publicity/outreach Programme, media workshops, press briefings, report launches (SWPR, World Population Day, UN Day), etc. Dissemination of information and publications; assistance at public events such as roundtable discussions, press conferences, briefing sessions, interviews. Maintenance of information database (various mailing lists) and photo library. Review of translations, contacts with printers and other suppliers to ensure timely production of materials. Assistance in collection of information and preparation of content for the web sites. 4. Supports ATLAS functions in Country office with focus on the following: Creation of requisitions in Atlas, Making budget check for requisitions. Receipt data entry for goods and services in Atlas. Programme data entry in the ATLAS programme module and generation of reports. MINIMUM QUALIFICATIONS AND EXPERIENCE Secondary Education preferably with specialized certification in secretarial practice and office management. University Degree would be desirable, but it is not a requirement. 3 to 5 years of relevant administrative or programme experience is required at the national level. Experience in dealing with the people, the press, publishers, and other partners, as well as preparing and coordinating events is essential. Experience in the usage of computers and office software packages (MS Word, Excel, PowerPoint etc) and knowledge of desk top publishing (DTP) software would be highly desirable Full proficiency in English (including good writing skills), knowledge of one of the official Indian language HOW TO APPLY Please submit your application along with resume to: The Representative, UNFPA, 55-Lodi Estate, New Delhi indicating the post and vacancy number on the envelope. Closing date for applications: 7th April 2008. Applications may also be sent through email at the following email address: email@example.com indicating the post and vacancy number in the subject line. Candidates should also complete a United Nations Personal History Form (P.11). The P-11 form is available on the UNFPA website at http://www.unfpa.org/employment/docs/p-11.doc. The completed P-11 form should be submitted along with the application. UNFPA offers an attractive compensation package commensurate with the level of the position. The package includes competitive net salary plus health insurance and other benefits. UNFPA provides a work environment that reflects the value of gender equality, teamwork, respect for diversity and a healthy balance of work and life. We are committed to maintaining our balanced gender distribution and therefore encourage women to apply. 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. UNFPA does not charge any application, processing, training, interviewing, testing or any other fee in connection with the application or recruitment process.
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