Administrative Assistant

**The Position**:
Under the supervision of the Chief, Berlin Representation Office, the Administrative Assistant provides administrative and financial support to the office as well as performing a wide range of duties including research, written work and other organizational responsibilities. The Assistant also provides support to the administrative needs of the UNFPA WomenX Collective based on agreed work planning with their supervisor.

**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.

**Job Purpose**:
To provide research, administrative, financial and organizational support to the Berlin Representation Office as Administrative Assistant to the Chief, as well as contributing to stakeholder management and supporting the wider work of UNFPA through outreach to partners, organizing meetings, driving accountability and follow-up, and building relationships. Providing administrative support to the UNFPA WomenX Collective as appropriate.

**You would be responsible for**:
This position is located within the 3-person Berlin Representation Office. Due to the nature of the small office, duties will be wide-ranging and the job holder will be expected to be flexible and demonstrate the ability to adapt to a range of different tasks including office and finance administration, organizational duties, attending meetings, written work and general support to the office Chief, including:

- Managing and monitoring the office’s budgets and expenditure, working closely with HQ, including managing Quantum and other relevant financial and reporting systems, budgeting, as per UNFPA’s financial rules and regulations;
- Contributing to political analyses including monitoring Parliamentary debates, and mapping political interests to facilitate the work of the office; and supporting work on projects, campaigns and the creation of resource mobilization materials by preparing relevant documentation;
- Mapping and managing the Berlin Rep Office’s stakeholder engagement to track partners interests, manage the office’s interactions, and to get the most out of relationships;
- Scheduling and coordinating meetings and, when necessary, preparing agendas, information papers, think-pieces, briefing notes and/or minutes of meetings;
- Preparing travel authorizations and travel arrangements for the office and facilitating approval from the DER Directorate, as well as preparing visit programmes for the Chief and inward UNFPA Senior Management visits including hotel and event space management, ground transportation and comprehensive visit programmes;
- Organizing and providing administrative support to workshops, retreats, events and meetings for the office, including note-taking, facilitation, and preparations for communications and media handling;
- Handling procurement processes and contracts, overseeing tenancy and service agreements, ensuring prompt payment of invoices and facilitating necessary correspondence;
- Researching and drafting responses to enquiries received by the office or following up requests for support or collaboration with external partners or for advice from internal partners;
- Supporting the monitoring of the office’s workplan and corporate reporting mechanisms;
- Managing and filing of administrative files/documents on e.g. mission travel reports, briefings, notes to file etc.;
- Providing administrative support to the UNFPA WomenX Collective Office in Berlin on an agreed on basis with the supervisor and the WomenX team;
- To carry out any other duties as may be required by the Chief of the office and DER Directorate, including administrative and logístical support related to the operationalization of the newly established office.

**Qualifications and Experience**:
**Education**:
Completion of secondary education is required. A first level university degree in a related field is desirable

**Knowledge and Experience**:

- 5 years relevant