Job Description
This consultancy is being sought to support the organisation on all related UK-UNFPA-DSD Multi-Year Programme 2022-2024 logistics and travel arrangements of the planned events and meetings from Quarter 3 up until remainder of the year including the DD Policy Paper Symposium, Capacity Building Boot Camp, South to South Cooperation as well as the Demographic Dividend Conference to be held later in the year in collaboration with DSD National Population Unit. As Meeting/Secretary the incumbent will ensure the smooth flow of preparations as related to meeting logistics and travel arrangements, includingliaison with confirmed participants; preparing travel requisition forms; obtaining relevant and accurate documentation for issuance of tickets; liaising with the travel agency for bookings; communicatingwith the hotel for accommodation list ofguests and other arrangements; and ensuring clear guidance for participants on accountability post-travel.
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. UNFPAs 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 womens 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.
UNFPA is seeking candidates that transform, inspire and deliver high impact and sustained results; we need staff who are transparent, exceptional in how they manage the resources entrusted to them and who commit to deliver excellence in programme results.
Scope Of Work
Under the overall management of the Operations Analyst and the Strategic Information and Data Specialist, the consultant will perform the following duties:
- Familiarize him/herself with the UNFPA Travel Policy and Procedures;
- Act as point person to liaise with meeting invitees to ensure their travel arrangements are made including: obtaining confirmations; following-up with travellers for relevant documents and information; preparing travel requisition forms and submitting for approval in UNFPA; obtaining quotations from the travel agency; issuing the tickets based on the documentation from traveller and following UNFPA travel policy.
- Follow-up to ensure that the setting up of the conference takes place promptly. Address any emergency equipment needs in cooperation with the Operations Officer.
- Liaise with the hotel for accommodation list of guests and other arrangements;
- Ensure clear guidance is prepared and provided to participants on travel reports and documents for accountability.
- Attend the event throughout and provide guidance and clarifications to participants as needed on logistics;
- Other duties as required.
The assignment will start on 22 June 2023 to 22 December 2023.
Place Where Services Are To Be Delivered
The Travel Assistant will work from the UNFPA South Africa Office, Pretoria.
Delivery dates and how work will be delivered (e.g. electronic, hard copy etc.):
22 June 2023 22 December 2023
Monthly report on tasks and results based on a daily log.
Education
Qualifications and Experience:
Completion of High School Education
Knowledge And Experience
At least 1 year of finance and/or administration experience;
Under graduate education is an advantage;
Strong interpersonal and organizational skills;
Computer literacy in MS Office applications;
Good communication skills.
Languages
Fluency in oral and written English.
Required Competencies
Functional Skill
Organizing documents, correspondence and reports
Planning, organizing and multi-tasking
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,
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.
