Job Description

The Position:

The Special Assistant post is located in the Office of the Executive Director (OED) and reports directly to the Chief of Staff, Office of the Executive Director. This role is pivotal in supporting the Executive Director to lead UNFPA effectively.

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 Special Assistant provides high-level executive support, strategic advisory analysis, and stakeholder coordination to advance the Executive Director's agenda under the supervision of the Chief of Staff. The incumbent manages front-office operations and mission execution, leads the Executive Committee Secretariat while analyzing policy briefings, and drives global organizational initiatives alongside participation in key UN intergovernmental bodies. 

You would be responsible for:

Under the general supervision of the Chief of Staff, Office of the Executive Director, the incumbent will be a key enabler of the Executive Director's agenda, performing the following functions:

A. High-Level Support to the Executive Director:

• Support the management of the Executive Director’s schedule, in coordination with the Personal Assistant to the Executive Director and under the supervision of the Chief of Staff.
• Oversee the flow of correspondence addressed to and originating from the Executive Director, ensuring prioritization and timeliness of responses. Coordinate the flow of information and communication between OED and internal and external stakeholders, ensuring timely closure of the feedback loop.
• Contribute to streamlining and managing communication of instructions, decisions, and messages of the Executive Director to those concerned at all levels within UNFPA and with external partners.
• Provide direct support for the Executive Director’s meetings and conferences, including ensuring effective meeting preparation, identifying participants, preparing documents and presentations, and coordinating comprehensive background materials and talking points.
• Coordinate preparation and execution of the Executive Director's field missions and accompany them as required. 
• Engage with internal and external partners on programme development, country level engagements with government officials and partners and provide requisite guidance. Oversee the preparation and submission of key background documents, briefing materials and trip books. 
• Facilitate convening of mission briefing and debriefing sessions for the Executive Director. Advise on the Executive Director's mission delegations in coordination with the Chief of Staff. Follow-up on key action items emanating from missions and Executive Director's engagement with constituents.
• Coordinate with the Special Assistants of the DEDs and those of other directors, to ensure coherent support to the Executive Director.
• Supervise the work of the Personal Assistant to the Executive Director and the Administrative Associate in OED.
• Provide overall support to the functioning of the OED front office, including convening regular meetings of front office staff.

  B. Strategic Advisory Role:

  • Lead the work of the UNFPA Executive Committee (EC) Secretariat, working closely with the OED Special Assistants, including agenda setting and liaising with relevant Business Units and external parties for contributions and inputs. 
  • Actively contribute to the design and strategic discussions on the annual priorities and workplan of the Executive Director.
  • Advise the Executive Director on diverse programme and technical areas, highlighting related policy implications.
  • Review and analyze technical papers and briefs on technical and operational issues produced by other units, preparing concise summaries and recommendations for the Executive Director’s action or attention.
  • Provide substantive support and analysis to the Executive Director as they navigate the complexities of the dynamic global development and geopolitical landscape, particularly in advancing UNFPA's mandate.
  • Facilitate UNFPA's reporting on key internal and external reports, including tasking of responses including in the OED Correspondence Database Application, OED review and submission of documents. Follow up on the Executive Director's commitments and support with staff and partners.

    C.  Stakeholder Engagement & Organizational Initiatives:

    • Work closely with relevant units and partnerships that are of strategic global importance to UNFPA, including contributing to the development of global advocacy strategies.
    • Lead the interdivisional Task Force on the implementation of the United Nations Disability Inclusion Strategy (UNDIS), in close collaboration with the Gender and Human Rights Branch, Programme Division.
    • Support the Executive Director’s engagement with the Global Advisory Council and similar such forums. 
    • Coordinate the Executive Director's engagement and participation in high level meetings of the UN and Members States with focus on the Commission on the Status of Women and UN General Assembly and provide support to the Commission on Population and Development, High-Level Political Forum on Sustainable Development and Executive Board processes. 
    • Lead the review, assessment and finalization of proposed UNFPA side events for the Executive Director and Senior Leadership participation during high-level events. 
    • Provide other policy and technical support as needed.
    • Coordinate the Executive Director’s activities and public engagements, interfacing with relevant partners.

      Qualifications and Experience: 

      Education:  

      • Advanced university degree (minimum Master’s degree or equivalent) in social sciences, international relations, public administration, development studies, or other relevant fields is required.

        Knowledge and Experience: 

        • A minimum of 10 years of progressively responsible experience in development cooperation, international affairs, or a related field is required.
        • Demonstrated experience in providing direct support to senior executive leadership, including policy advice, strategic planning, and management of executive office functions, is highly desirable.
        • Strong knowledge of the UNFPA mandate, including population and reproductive health issues, programme monitoring and evaluation, and familiarity with the UN system and UN reform processes would be a significant advantage.
        • Proven initiative, sound judgment, and exceptional organizational and analytical skills, with a strong commitment to development work, particularly the mission of UNFPA.

          Languages: 

          • Fluency in English is required.
          • Working knowledge of other official UN languages is an 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:

                • Global Leadership and advocacy for ICPD goals 
                • Organizational Leadership and direction 
                • Ensuring operational effectiveness and accountability for results
                • External and internal communication and advocacy for results mobilization 

                • Managerial Competencies:

                  • Providing strategic focus
                  • Engaging in internal/external partners and stakeholders
                  • Leading, developing and empowering people, creating a culture of performance
                  • Making decisions and exercising judgment

                    
                    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.

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