Coordination Assistant Representative Office Vacancy-Job Ref: WJUAUNFPA/0711/202482

Coordination Assistant Representative Office Vacancy-Job Ref: WJUAUNFPA/0711/202482
Kyiv (Ukraine)
JOB DESCRIPTION
The UNFPA, United Nations Population Fund, promotes gender equality, reproductive health, youth empowerment. The organization was created in 1969, the same year the UN General Assembly declared “parents have the exclusive right to determine freely and responsibly the number and spacing of their children”.
Together with partners, UNFPA works in 150 countries, and in Ukraine since 1997. Our mission is to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled. UNFPA in Ukraine works for:
• creating conditions in which every young person can fulfil the potential, lead a healthy lifestyle, know their reproductive rights and take an active social life;
• conducting sexual and reproductive health campaigns to improve access to health and care services and improve its quality, especially for young people;
• combating gender stereotypes in society (through the media, compulsory education for civil servants on gender mainstreaming, the improvement of national gender policy and anti-discrimination expertise of school textbooks);
• providing information and services to gender-based violence survivors through the creation of crisis centres, supporting the work of mobile teams of psycho-social and support, providing expert support and raising general awareness in society.
Context
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 expands choices and possibilities for women and young people to lead healthy and productive lives.
Our work is derived from the ICPD Programme of Action; that all human beings are entitled to equal rights and protections and no one should be left behind in the fulfilment of their fundamental human rights. In a world where fundamental human rights are at risk, we need principled and ethical leaders, who embody these international norms and standards, and who will defend them courageously and with full conviction.
UNFPA’s new strategic plan (2022-2025), focuses on three transformative results: to end preventable maternal deaths; end unmet need for family planning; and end gender-based violence and harmful practices. UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results.
We need UNV who are exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results. The war in Ukraine which started on 24 February 2022 has caused civilian casualties and the destruction of vital infrastructure, forcing millions of people to flee their homes seeking safety, protection, and assistance. They are in urgent need of protection and support.
A considerable number of people – mostly elderly, women and children, and people with mobility problems – have remained in villages located very close to the frontline. Most of these people are stranded in areas where there is active fighting or which are subject to heavy daily shelling, and often have limited access to services and basic needs, relying mostly on what is being provided by the local authorities, humanitarian partners, and volunteer groups.
Task Description
Under the direct supervision of the Personal Assistant to the Representative, the Coordination Assistant will provide effective support to the Country Office operations on achievement of the following results:
– Maintain the Senior Management calendars, contacts with high-ranking visitors, protocol procedures, appointments and meetings;
– Prepare briefing materials for appointments, meetings, missions to ensure the Senior Management is provided with all relevant information;
– Take minutes and action points for the key meetings and following up to ensure outcomes are achieved.
– Undertake travel arrangements, including arranging itinerary, visas and hotel reservations. Collect and prepare briefing materials concerning official trips or special meetings. Ensure offices are informed of travel arrangements and requirements;
– Maintain the filing system ensuring safekeeping of confidential matters including use of an automated filing system;
– Screen incoming calls and correspondence, and direct mail/queries and correspondence to responsible officials;
– Perform any other duties as may be requested by the supervisor.
Results/Expected Outputs:
The Coordination Assistant contributes the effective and efficient functioning of the Representative office and of the Country Office Units.
S/he works collaboratively with other work Streams in CO and covers for the Personal Assistant in her/his absence. Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment.
Competencies and values
Competencies and values:
-Professionalism: demonstrated understanding of operations relevant to UNFPA; technical capabilities or knowledge relevant or transferrable to UNFPA procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented;
-Integrity: demonstrate the values and ethical standards of the UN and UNFPA in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority;
-Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues;
-Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. -Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities;
-Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups;
-Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;
-Genuine commitment towards the principles of voluntary engagement, which includes solidarity, compassion, reciprocity and self-reliance; and commitment towards UNFPA mission and vision, as well as to the UN Core Values.
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