Programme Assistant for Communications

hace 2 meses

Panamá Provincia de Panamá, Panamá UNFPA A tiempo completo

**The Position**:
The Programme Assistant for Communications is based in the Regional Office (RO) for Latin America and the Caribbean. Under the overall guidance and direct supervision of the Regional Communications Adviser (RCA) and with a dotted line to the Regional Resource Mobilization and Partnerships Adviser (RMA), the Programme Assistant for Communications provides research, administrative and secretarial support, maintaining full confidentiality in all aspects of the assignment, adhering protocol procedures, managing information flow, and ensuring follow up on deadlines and commitments. The Programme Assistant also works in close collaboration with the Operations Manager and their r team to ensure timely support on operational matters.

Internal partners include assistants to the Regional Director, Deputy Regional Director and additional regional advisors; the regional network of communications staff; and the Sub-regional Office (SRO) in the Caribbean, Country Offices (COs) and HQ staff. External partners include service providers, consultants, journalists, NGOs/IGOs, donors, and other UN agencies.

**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**:
The incumbent will provide communications, administrative and secretarial support. They also ensure facilitation of knowledge building and management, and logístical support.

**You would be responsible for**:

- ** Communication and Information Management**:

- **Event and Project Support**:

- **Administrative and Executive Support**

**Communication and Information Management**
- Ensure optimal communication flows with internal and external partners and within the Communications and Resource Mobilization and Partnerships teams through effective use of written, verbal and electronic communication.
- Review incoming correspondence, collect and prepare necessary information to reply, ensuring correct spelling, punctuation and formatting; and draft and finalize responses to routine matters.
- Collect and prepare information, briefs, summaries, and background documentation required by the RCA and RMA for duty travel and special meetings; create Power Point presentations and similar material, including graphs, charts and multimedia content.
- Manage and maintain an online filing system for records and resources, including audio-visual materials; maintain up-to-date electronic mailing lists up to date (internal and external). Ensure that information is accurate, organized and readily accessible.
- Support knowledge management by proactively collect and document best practices in Resource Mobilization and Communications across the region, ensuring the creation and maintenance of an accessible repository for future reference and capacity-building initiatives.
- Use corporate and third-party tools to organize, archive and share documents and to publish on the UNFPA website in Spanish, when required.

**Event and Project Support**
- Undertake tasks related to office branding, inventory, event logistics, staff travel, purchases, procedures and budgets.
- Collaborate with staff in the Regional Office, the SRO and COs to ensure successful execution of special projects, audiovisual productions, and events.
- Support capacity development activities, meetings, and conferences organized by the RCA, RMA, or regional high-level events in Panama and the wider region by coordinating logístical arrangements in consultation with the LACRO Operations team and relevant units. This includes:

- Engage with facilitators, caterers, and hosts to ensure smooth execution. Arrange suitable times by liaising with participants to confirm availability.
- Collaborate with budget focal points and sections to manage costs and resource needs.
- Prepare and distribute comprehensive background materials for participants attending meetings and workshops.
- Foster strong partnerships with vendors, service pro

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