Executive secretary, malabo equatorial guinea - g5

Description

The Position: Under the direct guidance and supervision of the UNFPA Representative in Equatorial Guinea, the Executive Assistant to the Representative's Office provides administrative and secretarial support, maintaining the strictest confidentiality in all aspects of their duties. The incumbent ensures adherence to protocol procedures, manages the flow of information, and monitors deadlines and commitments.

How you can make a difference:

UNFPA is the lead United Nations agency for delivering a world where every pregnancy is intended, every childbirth is safe, and every young person's potential is fulfilled. The UNFPA Strategic Plan for 2026-2029 articulates the organization’s response to a complex global environment, providing a roadmap for resilience and renewal. It is designed to accelerate the implementation of the Programme of Action of the International Conference on Population and Development (ICPD) and the achievement of the Sustainable Development Goals by 2030. This mandate is pursued through a focus on four interconnected outcomes: ending the unmet need for family planning; ending preventable maternal deaths; ending gender-based violence and harmful practices; and adapting to demographic change through evidence and rights-based policies.

In a world where fundamental human rights are at risk, we need principled and ethical staff who embody these international norms and standards and will defend them courageously and with full conviction. UNFPA is seeking candidates who transform, inspire, and deliver high-impact sustained results, ensuring effective external relations, communications, partnership-building and resource mobilization in a rapidly changing development and funding landscape. We need staff who are transparent, exceptional in how they manage the resources entrusted to them, and who commit to delivering excellence in programme results.

Job Purpose:

The incumbent will provide high-level communication, administrative, and secretarial support to the Representative (and, where applicable, the Deputy Representative). In close collaboration with the office team, the Executive Assistant will organize the functions of the Representative's office to ensure an effective communication flow, facilitate knowledge management, and provide logistical and coordination support.

You would be responsible for:

Communication and Administrative Support

• Ensure an optimal communication flow between the Representative's Office, country office staff in Malabo (and other sub-offices if applicable), Headquarters, and external counterparts, through the effective use of written, verbal, and electronic communication.
• Register and channel incoming documents addressed to the Representative for staff action.
• Review and ensure compliance with UNFPA guidelines and procedures for all outgoing correspondence before submission for signature.
• Draft non-substantive correspondence, take dictation, and prepare letters, documents, and memoranda, exercising a quality control function for all outgoing documents (format, grammar, and style).
• Respond to requests for information—potentially confidential—in a timely, discreet, and accurate manner.
• Prepare, process, and classify confidential information.
• Assist in the overall administration of the Representative's Office; coordinate and monitor diverse activities and work processes to ensure that management directives are properly executed and products are delivered on time.

Coordination and Support

• Take full responsibility for time management and schedule planning on behalf of the Representative, with prior consultation.
• Make arrangements, provide supporting documentation, and follow up on meetings for the Representative.
• Take minutes or notes as required during meetings.
• Screen and prioritize all incoming correspondence; compile relevant reference documents; identify matters requiring the Representative's attention and route others to appropriate officers; follow up on actions to be taken.
• Manage protocol matters and receive high-ranking visitors/officials (Government, Diplomatic Corps, UN System in Equatorial Guinea).

Logistics and Information Management

• Research files, compile requested information, and organize materials (summaries, reports, and reference documentation) for official missions and special meetings.
• Prepare briefing materials and presentations (e.g., PowerPoint) for the Representative.
• Facilitate logistical, administrative, and financial preparations for meetings and workshops attended by the Representative.
• 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.

Other Duties

• Assist in the preparation and finalization of the Office's Annual Work Plan.
• Provide informal translations and act as an interpreter when necessary (particularly given the multilingual environment of Equatorial Guinea).
• Perform any other duties required by the Office Management.

Qualifications and Experience:

Education:

Completion of secondary education is required. A first-level university degree will be considered an asset.

Knowledge and Experience:

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.

Languages:

Fluency in Spanish and English (oral, written, and reading) is required. Knowledge of French is considered a strong asset.

Required Competencies:

Values:

• Exemplifying integrity
• Demonstrating commitment to UNFPA and the UN system
• Embracing cultural diversity
• Embracing change

Core Competencies:

• Achieving results
• Being accountable
• Developing and applying professional expertise/business acumen
• Thinking analytically and strategically
• Working in teams/managing ourselves and our relationships

Functional Competencies:

• Providing administrative/logistical support to the executive direction.
• Managing documents, correspondence, and reports.
• Planning, organizing, and multitasking.
• Managing information and workflow.

Compensation and Benefits:

This position offers an attractive remuneration package including a competitive net salary plus health insurance and other benefits as applicable.

UNFPA Work Environment:

UNFPA provides a work environment that reflects the values of gender equality, diversity, integrity and healthy work-life balance. We are committed to ensuring gender parity in the organization and therefore encourage women to apply. Individuals from the LGBTQIA+ community, minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are highly encouraged to apply. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. UNFPA promotes equal opportunities in terms of appointment, training, compensation and selection for all regardless of personal characteristics and dimensions of diversity. Diversity, Equity and Inclusion is at the heart of UNFPA's workforce - click here to learn more.

Disclaimer:

Selection and appointment may be subject to background and reference checks, medical clearance, visa issuance and other administrative requirements. UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process and does not concern itself with information on applicants' bank accounts. Applicants for positions in the international Professional and higher categories, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.