Re-Advertisement: Personal Assistant to the Director, Office of Audit and Investigation Services (OAIS), New York, G-6

Local Position: Candidates for this position must have a valid G-4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN system, or be USA Citizen or have a valid USA Permanent residency. The position is based in New York, USA.

 

The Position:

This position is located in the office of the Director, Office of Audit and Investigation Services (OAIS). Under the supervision of the Director and in close collaboration with both the Internal Audit Branch and the Investigations Branch, the Personal Assistant will provide critical support to, and ensure efficient day-to-day functioning of, the OAIS Directorate.

OAIS is an operationally independent office at UNFPA and reports to the Executive Director of UNFPA. The Office is responsible for supporting the achievement of the objectives of UNFPA by contributing to the improvement of its operations, risk management and results through its internal audit, investigation, and advisory services. OAIS is composed of the Office of the Director, an Internal Audit Branch and an Investigations Branch, composed of two Investigations Units and an Intake team.  

The Personal Assistant to the Director plays a critical role in the delivery of high-quality audit and investigations services by OAIS through excellent and timely administrative support provision. The Personal Assistant helps the Directorate procure key equipment and services in a timely manner, manage budget and finances appropriately, support and organize mission travels, and ensure that general administrative processes operate effectively. The Personal Associate also helps to enhance systems for directorate records management and assist in data collection and the drafting of periodic reports.  

You will report directly to the Director, OAIS.  

 

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:

The Personal Assistant is expected to demonstrate responsibility and initiative and act as a key administrative resource to the OAIS Director ensuring the smooth functioning of the Directorate. You will ensure confidentiality, maintenance of protocol and efficient and effective functioning of administrative support procedures. The role also ensures timely management of information flows through the Directorate, following up as necessary on deadlines agreed and commitments made. And recommends continuous standard and operational process improvements to enhance the efficiency of business practices.

 

You would be responsible for:

• Ensures optimal and timely communication flows between the Director and OAIS staff, other organizational units at headquarters and the field and with key external stakeholders.  
• Establishes, organizes, and maintains paper and electronic filing systems of reference materials, including confidential documents, used by the Director, as well as for internal use of the Office.
• Coordinates internal and external meetings/conferences of the Director, including meetings with high-ranking officials from the Government, UN Permanent Missions, and UN Agencies.
• Ensures efficient and effective provision of administrative support procedures for Director and OAIS Branch Chiefs.
• Specifically assist the Director in the management and coordination of the OAIS travel and vacation plans; financial disclosure reporting; ICF profile and vendor review: Directorate procurement plan: staff retreats; OAIS man