Job Description

The Position:

The Personal Assistant (PA) to the Representative and Administrative Associate provides support: delivering senior-level executive administrative, communication, and coordination assistance to the Country Representative, while simultaneously executing sensitive Human Resources services to ensure compliant talent management and efficient operations within the UNFPA Tanzania Country Office. Under the supervision of the Representative and indirect reporting to the Operations Manager, the incumbent acts as a critical HR operational pivot point, maintaining full confidentiality, upholding protocol, and managing discreet HR workflows, following HR policies and guidelines.

How you can make a difference:

The UNFPA Strategic Plan 2026–2029 serves as the organization’s final push to achieve the 2030 Agenda, centering its mission on four primary outcomes. It continues to prioritize the "three transformative results"—ending the unmet need for family planning, eliminating preventable maternal deaths, and stopping gender-based violence and harmful practices.

To accelerate progress toward the Sustainable Development Goals (SDGs), the plan shifts toward a more integrated approach that bridges humanitarian, development, and peace efforts. By leveraging advanced data analytics and artificial intelligence, UNFPA aims to pinpoint and support those "furthest behind," directly contributing to SDG 3 (Good Health and Well-being) and SDG 5 (Gender Equality). This strategic framework emphasizes sustainable financing and localized agility, ensuring that even in climate-vulnerable or conflict-affected regions, the global community remains on track to fulfill the promise of the 2030 goals.

Job Purpose:

The PA and Admin Associate G6 will serve as the primary interface for the Country Representative and the focal point for Human Resources within the Country Office. He/she will be responsible for maintaining full confidentiality, upholding protocol, and managing the lifecycle of staff employment. His/her role bridges executive coordination with operational HR, facilitating knowledge building, recruitment processes, and the implementation of UNFPA’s people strategy in Tanzania CO.

Responsibilities:

The PA to the Rep and Admin Associate G6 will be responsible for:

• Communication & Coordination: 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 a high degree of tact, discretion, and confidentiality. Drafts correspondence, reports, and types documents as required.
• Calendar & Strategic Scheduling: 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.
• Protocol & Liaison: 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.
• Travel Coordination: 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.
• Briefing & Mission Material: Preparing factual briefing materials, presentation inputs, and detailed itineraries for the Representative's official missions, high-level donor meetings, and inter-agency conferences (including the Resident Coordinator’s Office).
• Recruitment: Coordinating the localized recruitment processes for the CO by reviewing local job descriptions, posting vacancies, screening candidate applications, arranging interview panels, and managing logistics for recruitment exercises, finalizing recruitment reports and CRB actions.
• Contract & Onboarding Management: Administering local staff contracts (Fixed Term, Service Contracts, and Consultants etc.), monitoring expiration dates, coordinating timely extensions or renewals, and managing the end-to-end onboarding and offboarding processes.
• Sensitive Data Integrity: Maintaining absolute confidentiality of personnel records and executive files; ensuring all staff data, performance tracking (CPM cycle compliance), leave/absences and mandatory training logs are meticulously managed and updated in the corporate ERP systems.
• Benefits & Policy Orientation: Providing guidance to CO staff on basic HR rules, regulations, benefits, and entitlements; in liaison with the regional and global payroll/benefits teams.

Qualifications and Experience:

Education:

• 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.

Knowledge and Experience:

• 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).

Languages:

Fluency in English and Kiswahili is required. Knowledge of another official UN language is an asset.

Required Competencies:

Values

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

Core Competencies:

• Achieve results,
• Being accountable,
• Developing and applying professional expertise/business acumen,
• Thinking analytically and strategically,
• Working in teams/managing ourselves, our relationships, and others
• Communicating for impact

Functional Skill Set:

• Providing logistical support
• managing data
• managing documents, correspondence and reports
• Managing information and work flow
• Planning, organizing and multitasking

Compensation and Benefits:

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

DISCLAIMER:

UNFPA does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Fraudulent notices, letters or offers may be submitted to the UNFPA fraud hotline http://www.unfpa.org/help/hotline.cfm

In accordance with the Staff Regulations and Rules of the United Nations, persons applying to posts in the international Professional category, who hold permanent resident status in a country other than their country of nationality, may be required to renounce such status upon their appointment.