Personal Assistant to the Representative & Administrative Associate

UNFPA Tanzania is inviting applications for the position of Personal Assistant to the Representative & Administrative Associate in Dar es Salaam. The role combines senior-level executive administration, communication and coordination support with important Human Resources responsibilities within the UNFPA Tanzania Country Office.

The successful candidate will work closely with the Country Representative, government institutions, diplomatic missions, national partners and internal teams. The position requires a high level of professionalism, discretion and confidentiality, particularly when handling executive schedules, sensitive correspondence, personnel records, recruitment processes, contracts and HR information.

About the Role

The Personal Assistant to the Representative and Administrative Associate provides executive administrative, communication and coordination support to the Country Representative while also delivering sensitive Human Resources services to support compliant talent management and efficient operations within the UNFPA Tanzania Country Office.

The position involves managing official schedules and travel, coordinating diplomatic protocol, supporting recruitment and staff administration, maintaining confidential personnel records and providing guidance to staff on basic HR policies, benefits and entitlements.

Responsibilities

Executive Administration and Communication

• Ensure secure and effective communication between the Representative, Country Office staff and external counterparts.

• Manage internal and external queries.

  

• Screen calls and respond to sensitive information requests with tact and discretion.

• Draft correspondence, reports and other documents.

  

• Type and prepare documents as required.

• Manage the Representative’s official calendar.

  

• Coordinate meeting requests involving key stakeholders, national partners and senior dignitaries.

• Track follow-up actions and maintain weekly matrices.

Diplomatic Protocol and Government Liaison

• Coordinate diplomatic protocol matters in liaison with the Operations Unit.

• Prepare and follow up on official correspondence with the Ministry of Foreign Affairs.

• Coordinate correspondence with government ministries and diplomatic missions.

• Receive and support high-level delegation missions professionally.

• Ensure appropriate protocol arrangements are maintained during official engagements.

Travel and Mission Support

• Manage comprehensive travel arrangements for the Representative.

• Coordinate visa arrangements.

• Prepare Travel Authorizations.

• Arrange hotel bookings and airport transfers.

• Coordinate Daily Subsistence Allowance arrangements.

• Ensure timely submission of Travel Claim Forms.

• Follow up on Travel Reports.

• Prepare detailed itineraries for official missions.

• Prepare factual briefing materials and presentation inputs.

• Support high-level donor meetings and inter-agency conferences, including engagements with the Resident Coordinator’s Office.

Recruitment and Human Resources

• Coordinate localized recruitment processes for the Country Office.

• Review local job descriptions.

• Support vacancy posting.

• Screen candidate applications.

• Arrange interview panels.

• Coordinate logistics for recruitment exercises.

• Finalize recruitment reports.

• Manage CRB actions.

• Administer local staff contracts, including Fixed-Term, Service Contracts and consultancy arrangements.

• Monitor contract expiration dates.

• Coordinate timely contract extensions and renewals.

• Manage staff onboarding and offboarding processes.

Personnel Records and HR Administration

• Maintain confidential personnel records and executive files.

• Ensure personnel information is accurately maintained.

• Update staff data in corporate ERP systems.

• Monitor performance tracking and CPM cycle compliance.

• Maintain leave and absence records.

• Maintain mandatory training logs.

• Ensure HR records are accurate, complete and up to date.

• Provide guidance to Country Office staff on basic HR rules and regulations.

• Provide information on staff benefits and entitlements in liaison with regional and global payroll and benefits teams.

Qualifications Required

Applicants should have:

• Completed Secondary Level Education.

• A first-level university degree in any of the following fields is desirable:

  • Human Resources

  • Business Administration

  • Public Administration

  • Communications

  • A related field

Experience Required

Candidates should have:

• At least 6 years of progressively responsible professional experience in executive administration, secretarial work or human resources management.

• Proven experience managing executive-level schedules.

• Experience handling high-level diplomatic protocol.

• Experience liaising with government entities.

• Strong understanding of HR lifecycle management.

• Experience with recruitment procedures.

• Experience monitoring employment contracts.

• Experience administering personnel files.

• Proven ability to handle highly confidential and sensitive information.

• Experience using complex corporate ERP or HR management information systems, such as Quantum.

• Advanced proficiency in office applications.

Skills and Competencies

The ideal candidate should demonstrate:

• High emotional intelligence.

• Excellent organizational and administrative skills.

• Strong planning and multitasking abilities.

• Exceptional confidentiality and discretion.

• Strong communication and interpersonal skills.

• Ability to manage documents, correspondence and reports.

• Ability to manage information and workflow effectively.

• Strong data management skills.

• Strong logistical support capabilities.

• Analytical and strategic thinking.

• Ability to work effectively in teams.

• Ability to manage professional relationships.

• Strong professional and business acumen.

• Ability to achieve results and remain accountable.

• Adaptability and willingness to embrace change.

• Commitment to cultural diversity.

• High standards of integrity.

• Commitment to UNFPA and the UN system.

Language Requirements

Applicants should have:

• Fluency in English.

• Fluency in Kiswahili.

• Knowledge of another official UN language is an advantage.

Key Attributes

Candidates are expected to demonstrate:

• Integrity and professionalism.

• Commitment to confidentiality.

• Accountability for assigned responsibilities.

• Commitment to UNFPA and the United Nations system.

• Respect for cultural diversity.

• Ability to manage change.

• Strong professional expertise.

• Analytical and strategic thinking.

• Effective teamwork and relationship management.

• Effective communication.

• Strong planning and organizational skills.

Job Details

• Position: Personal Assistant to the Representative & Administrative Associate

• Organization: United Nations Population Fund (UNFPA)

• Location: Dar es Salaam, Tanzania

• Employment Type: Full-Time

• Experience Required: Minimum 6 years

• Education: Secondary education required; university degree desirable

• Salary: Negotiable

• Application Deadline: 28 August 2026

How to Apply

Interested and qualified candidates should submit their applications online through the official UNFPA careers portal.

Apply through the UNFPA Careers Portal

Applicants should ensure that their application clearly demonstrates their experience in executive administration, HR management, recruitment, contract administration, confidential records management and diplomatic or government liaison.

Final Thought

The Personal Assistant to the Representative & Administrative Associate position offers an opportunity to work within UNFPA Tanzania while supporting senior leadership and important Human Resources operations. Candidates with strong executive administration or HR experience, excellent organizational skills, confidentiality and fluency in English and Kiswahili should consider applying before 28 August 2026.