Principal Secretary (VenSit)
Posted on October 9, 2018 by UNHCR
Post Title: Principal Secretary (VenSit)
Duty Station: Panama City, PANAMA
Duration of Assignment: 6 months renewable
Type of Contract: Temporary Appointment
Employment Conditions: GL6 level
Persons interested in applying for this position must be Panamanian Nationals or must hold a valid work permit in Panama
Qualified candidates who are interested in the below position are invited to submit their written application, attaching a Factsheet and motivation letter (1 page maximum), not later than 18th October, 2018. Application documents should be sent by email to UNHCR (email@example.com), including the reference of “Principal Secretary (VenSit)” in the subject field.
General Background of Project or Assignment:
The position of Principal Secretary is located within the Regional Coordinator’s Office. The role of this position is to provide administrative and secretarial support services to the Regional Coordinator, in order to ensure the smooth running of the Office and its flow and management of information. This would involve direct contact with other staff members and contacts with high ranking officials, both within and outside UNHCR. The post requires the ability to prioritise tasks and to organise work independently based on direction from the Coordinator.
- The Supervisor’s office is efficiently managed and appropriate executive support provided to the Supervisor.
- Smooth running of the Office and its flow and management of information are ensured.
- Agenda of the Supervisor is prioritised in order to meet deadlines.
- Arrange appointments and maintain Supervisor’s calendar, receive high-ranking visitors, place and screen telephone calls and answer queries with discretion.
- Manage the flow of information to/from the Supervisor and other senior staff; identify priority matters that need to be urgently addressed by the Supervisor.
- Confer with senior managers in the operation and Heads of Sections to secure timely and authoritative information relevant to matters requiring action, facilitating decisions by or authorised approvals from the Supervisor. Ensure follow up to ensure that appropriate action is being taken by senior managers on tasks determined by the Supervisor.
- Prepare briefing materials for Supervisor for official trips or special meetings.
- Arrange meetings with high-ranking officials and official receptions given by the Supervisor.
- Ensure that high-level visitors are appropriately informed, that they receive background information
as necessary, and that the necessary protocols are respected.
- Prepare informal translations.
- Receive screen, log and route correspondence, attach necessary background information and
maintain follow-up system.
- Select and make pertinent abstracts and undertake searches for information.
- Draft non-substantive correspondence and ensure follow-up.
- Type correspondence, documents and reports, etc., some of which are highly confidential.
- Maintain policy, confidential and general management files.
- Keep lists of names, addresses and telephone numbers of ministers, government officials and
members of the diplomatic corps.
- Ensure timely administrative procedures (hospitality expenses, education grants, home leave etc.).
Perform other related duties as required
- Have access to highly sensitive and confidential information.
- Prioritise tasks and organise work independently.
Analytical Thinking Planning and Organizing Political Awareness
Qualifications and Professional Experience:
- Completion of Secondary education or equivalent technical or commercial school with extensive Secretarial training or post-secondary certificate in Business Administration, Secretarial work, Office Management or a related field .
- Minimum 6 years of previous job experience relevant to the function.
- Computer skills (MS office and People soft applications).
- Drafting and editing skills.
- Fluency in English and Spanish.
Desirable Qualifications and Competencies:
- Completion of UNHCR learning programmes or specific training relevant to functions of the position.
- Knowledge of another relevant UN language
Date of issue of vacancy announcement: 9 October 2018