Personal Assistant to the Representative & Administrative Associate

The Personal Assistant to the Representative and Administrative Associate provides senior-level executive administrative, communication, and coordination support to the Country Representative, while also managing sensitive Human Resources services to ensure compliant talent management and efficient operations within the UNFPA Tanzania Country Office.

Responsibilities

• Ensuring optimal, secure communication between the Representative, CO staff, and external counterparts; managing all internal and external queries, screening calls, and responding to sensitive information requests with tact, discretion, and confidentiality.
• Drafting correspondence, reports, and typing documents as required.
• Proactively managing the Representative's official calendar, managing meeting requests from key stakeholders, national partners, and senior dignitaries, and ensuring meticulous tracking of follow-up actions and weekly matrices.
• Effectively coordinating diplomatic protocol matters in liaison with the Operations Unit; preparing and following up on official correspondence with the Ministry of Foreign Affairs, government ministries, and diplomatic missions, and receiving high-level delegation missions professionally.
• Managing comprehensive travel arrangements for the Representative including visas, Travel Authorizations, hotel bookings, airport transfers, and DSA, ensuring timely submission of Travel Claim Forms and Travel Reports.
• Preparing factual briefing materials, presentation inputs, and detailed itineraries for the Representative's official missions, high-level donor meetings, and inter-agency conferences.
• Coordinating the localized recruitment processes for the CO by reviewing local job descriptions, posting vacancies, screening candidate applications, arranging interview panels, managing logistics for recruitment exercises, and finalizing recruitment reports and CRB actions.
• Administering local staff contracts, monitoring expiration dates, coordinating timely extensions or renewals, and managing the end-to-end onboarding and offboarding processes.
• Maintaining absolute confidentiality of personnel records and executive files; ensuring all staff data, performance tracking, leave/absences and mandatory training logs are meticulously managed and updated in corporate ERP systems.
• Providing guidance to CO staff on basic HR rules, regulations, benefits, and entitlements in liaison with regional and global payroll/benefits teams.

Requirements

• Completed Secondary Level Education required.
• A first-level university degree in Human Resources, Business Administration, Public Administration, Communications, or a related field is highly desirable and will be an added advantage.
• Minimum of 6 years of progressively responsible professional experience in executive administration, secretarial work, or human resources management.
• Proven experience handling executive-level schedules, high-level diplomatic protocol, and liaison with government entities.
• Strong understanding of HR lifecycle management, recruitment procedures, contract monitoring, and personnel files administration.
• High degree of emotional intelligence and an impeccable, proven record of handling highly confidential and sensitive information.
• Advanced proficiency in office applications and experience utilizing complex corporate ERP/HR management information systems (e.g., Quantum).
• Fluency in English and Kiswahili is required.
• Knowledge of another official UN language is an asset.

Skills

• Executive Administration
• Secretarial experience
• Human Resources Management
• Executive Schedule Management
• Diplomatic Protocols
• Government Liaison
• HR Lifecycle Management
• Recruitment Processes
• Contract Monitoring
• Personnel Files Administration
• Confidential Information Handling
• Office Applications
• ERP Systems
• HR Management Information Systems
• QUANTUM
• Talent Management Expertise
• Communication Support
• Coordination Support

Languages

English, Kiswahili