Executive Secretary, Malabo Equatorial Guinea - G5

The Executive Secretary provides high-level communication, administrative, and secretarial support to the UNFPA Representative in Equatorial Guinea. The role ensures effective communication flow, logistical and coordination support, and adherence to protocol procedures within the Representative's Office.

Responsibilities

• Ensure an optimal communication flow between the Representative's Office, country office staff in Malabo, Headquarters, and external counterparts.
• Register and channel incoming documents addressed to the Representative for staff action and review outgoing correspondence for compliance with UNFPA guidelines.
• Draft non-substantive correspondence, take dictation, and prepare letters, documents, and memoranda with quality control.
• Respond to requests for information in a timely, discreet, and accurate manner and prepare, process, and classify confidential information.
• Assist in the overall administration of the Representative's Office and coordinate activities to ensure management directives are executed and products delivered on time.
• Manage time and schedule planning for the Representative, arrange meetings, and take minutes or notes as required.
• Screen and prioritize incoming correspondence, compile reference documents, identify matters requiring attention, and follow up on actions.
• Manage protocol matters and receive high-ranking visitors and officials.
• Research files, compile requested information, and organize materials for official missions and meetings.
• Prepare briefing materials and presentations for the Representative.
• Facilitate logistical, administrative, and financial preparations for meetings and workshops.
• Establish and maintain filing and tracking systems for the Representative's Office.
• Arrange travel for the Representative, prepare mission folders, and manage mission reports.
• Manage attendance and leave records for the Representative's Office.
• Assist in the preparation and finalization of the Office's Annual Work Plan.
• Provide informal translations and act as an interpreter when necessary.
• Perform any other duties required by the Office Management.

Requirements

• Completion of secondary education is required. A first-level university degree will be considered an asset.
• Minimum of five (5) years of experience providing specialized administrative support to a senior executive, with experience in finance and administration.
• Previous experience in research support and data management.
• Previous experience in the United Nations and knowledge of diplomatic protocols will be considered an asset.
• Strong interpersonal and organizational skills.
• Proficiency in computer applications (Word, Excel, PowerPoint, etc.).
• Strong drafting and communication skills.
• Initiative, sound judgment, interest in development work (especially UNFPA's mission), and dedication to the principles of the United Nations.
• Fluency in Spanish and English (oral, written, and reading) is required.
• Knowledge of French is considered a strong asset.

Skills

• Administrative Support
• Finance Administration
• Research Support
• Data Management
• Diplomatic Protocols
• Interpersonal Skills
• Organizational Skills
• Computer Applications
• Word
• Excel
• Power Point
• Drafting Skills
• Communications Skills
• Logistics Coordination
• Protocol Procedures

Languages

Spanish, English, French