Executive Secretary (G5) – Malabo, Equatorial Guinea

About the role

The Executive Secretary provides high‑level administrative and secretarial support to the UNFPA Representative (and, where applicable, the Deputy Representative) in Malabo. Working under direct supervision, the incumbent ensures strict confidentiality, adheres to UN protocol, and facilitates smooth information flow within the office and with external partners.

Key responsibilities

• Maintain optimal communication between the Representative’s Office, country‑office staff, Headquarters, and external counterparts using written, verbal, and electronic channels.
• Register, channel, and track incoming documents addressed to the Representative, ensuring timely staff action.
• Review outgoing correspondence for compliance with UNFPA guidelines before submission for signature.
• Draft non‑substantive letters, take dictation, and prepare official documents.
• Monitor deadlines, commitments, and follow‑up actions to guarantee timely delivery of tasks.
• Organise office functions, manage logistics, and support knowledge‑management activities.
• Uphold strict confidentiality and adhere to protocol procedures in all duties.

Required profile

• Proven experience providing executive‑level administrative support in an international or diplomatic environment.
• Demonstrated ability to handle confidential information with discretion.
• Strong organisational skills with a focus on detail‑oriented document management.
• Excellent written and verbal communication skills in English.
• Capacity to work under direct supervision while managing multiple priorities.

Required skills