Personal Assistant to the Representative & Administrative Associate at UNFPA Tanzania – August 2026
The United Nations Population Fund (UNFPA) is inviting applications for the position of Personal Assistant to the Representative and Administrative Associate based in Dar es Salaam, Tanzania.
The position combines senior-level executive administrative support to the UNFPA Country Representative with Human Resources coordination and administrative responsibilities within the Tanzania Country Office.
The successful candidate will manage executive schedules, official correspondence, diplomatic protocol, travel arrangements, recruitment processes, staff contracts, onboarding and offboarding, personnel records and other confidential HR activities.
Applicants should have completed secondary-level education and possess at least six years of progressively responsible professional experience in executive administration, secretarial work or Human Resources management.
Applications must be submitted by 28 August 2026 at 4:00 PM.
Job Overview
Employer: United Nations Population Fund (UNFPA)
Position: Personal Assistant to the Representative & Administrative Associate
Job Identification: 36266
Location: Dar es Salaam, Tanzania
Grade: G6
Job Schedule: Full-time
Vacancy Type: Fixed Term
Contract Duration: 1 Year
Rotational Status: Non-Rotational
Minimum Experience: 6 Years
Posting Date: 14 August 2026 at 5:10 PM
Application Deadline: 28 August 2026 at 4:00 PM
Vacancy Timeline: 2 Weeks
About the Position
The Personal Assistant to the Representative and Administrative Associate will provide senior-level executive administrative, communication and coordination support to the UNFPA Tanzania Country Representative.
The position also carries significant Human Resources responsibilities within the Country Office.
The successful candidate will act as an important link between the Representative, Country Office employees, government institutions, diplomatic missions and other external stakeholders.
Because the role involves executive correspondence, staff records, recruitment information and other sensitive matters, a high degree of confidentiality, professionalism and discretion is essential.
Reporting Structure
The successful candidate will work under the direct supervision of the:
UNFPA Country Representative
with an indirect reporting relationship to the:
Operations Manager
The position will also work closely with programme, operations and Human Resources teams within the Country Office.
Job Purpose
The Personal Assistant and Administrative Associate will serve as the main administrative interface for the Country Representative while also acting as a Human Resources focal point within the Country Office.
The role combines:
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Executive administration.
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Calendar management.
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Diplomatic protocol.
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Travel coordination.
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Recruitment support.
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Staff contract administration.
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Onboarding and offboarding.
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HR data management.
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Employee benefits guidance.
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Confidential personnel administration.
The successful candidate will be expected to maintain confidentiality, follow UNFPA procedures and support the efficient functioning of the Tanzania Country Office.
Key Responsibilities
1. Communication and Executive Coordination
The successful candidate will manage communication between the Country Representative, UNFPA staff and external stakeholders.
Responsibilities include:
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Receiving and responding to internal and external queries.
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Screening telephone calls.
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Managing sensitive information requests.
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Drafting correspondence.
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Preparing reports.
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Typing and formatting official documents.
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Coordinating information flow.
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Following up outstanding actions and commitments.
The position requires someone able to communicate professionally while exercising a high degree of tact and discretion.
2. Calendar and Strategic Scheduling
The Personal Assistant will proactively manage the Country Representative's official calendar.
Responsibilities include:
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Managing meeting requests.
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Scheduling appointments.
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Coordinating meetings with important stakeholders.
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Maintaining the Representative's diary.
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Prioritising competing meeting requests.
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Monitoring follow-up actions.
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Maintaining weekly planning matrices.
The successful candidate should be highly organised and capable of managing several time-sensitive activities simultaneously.
3. High-Level Meetings
The role involves coordinating meetings with stakeholders such as:
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Government officials.
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National partners.
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Development partners.
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Donors.
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Diplomatic representatives.
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Senior dignitaries.
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UN agencies.
Applicants should therefore demonstrate strong executive-administration and stakeholder-management skills.
4. Diplomatic Protocol and Liaison
The successful candidate will coordinate diplomatic protocol matters in collaboration with the Operations Unit.
Responsibilities include:
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Preparing official correspondence.
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Following up protocol matters.
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Liaising with the Ministry of Foreign Affairs.
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Coordinating with government ministries.
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Communicating with diplomatic missions.
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Supporting visits by high-level delegations.
The successful candidate should understand the professional standards required when dealing with senior government and diplomatic stakeholders.
5. Travel Coordination
The Personal Assistant will coordinate comprehensive travel arrangements for the Country Representative.
Responsibilities include arranging:
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Travel Authorizations.
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Visas.
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Hotel reservations.
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Airport transfers.
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Daily Subsistence Allowance arrangements.
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Other travel logistics.
The incumbent will also ensure timely preparation and submission of:
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Travel Claim Forms.
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Travel Reports.
Strong attention to detail will be essential.
6. Briefing and Mission Materials
The successful candidate will prepare materials required for the Representative's official engagements and missions.
These may include:
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Briefing notes.
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Factual background information.
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Presentation inputs.
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Detailed itineraries.
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Meeting materials.
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Mission schedules.
Support may be required for:
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High-level donor meetings.
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Government engagements.
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Inter-agency conferences.
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Resident Coordinator's Office activities.
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Official missions.
7. Recruitment Coordination
The Administrative Associate will support local recruitment processes within the Tanzania Country Office.
Responsibilities include:
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Reviewing local job descriptions.
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Supporting vacancy publication.
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Screening applications.
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Coordinating interview panels.
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Organising recruitment logistics.
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Supporting recruitment exercises.
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Preparing recruitment reports.
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Supporting relevant recruitment actions in corporate systems.
The position therefore requires practical understanding of recruitment processes and HR administration.
8. Staff Contracts
The successful candidate will administer different categories of local staff contracts.
These may include:
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Fixed Term contracts.
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Service Contracts.
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Consultant contracts.
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Other applicable employment arrangements.
Responsibilities include:
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Monitoring contract expiry dates.
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Coordinating extensions.
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Supporting renewals.
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Maintaining accurate contract records.
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Following up necessary HR actions.
9. Onboarding and Offboarding
The role will coordinate the full employee onboarding and offboarding process.
This includes helping ensure that employees joining or leaving the organisation complete relevant administrative and HR procedures.
The successful candidate should maintain accurate documentation throughout the employment lifecycle.
10. Personnel Records and Confidential Information
The position involves access to sensitive personnel and executive information.
The successful candidate will be expected to maintain absolute confidentiality when handling:
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Personnel records.
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Executive files.
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Recruitment information.
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Performance information.
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Staff contracts.
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Leave records.
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Absence records.
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Training records.
A strong record of integrity and discretion is therefore essential.
11. HR Data Management
The Administrative Associate will maintain accurate employee information within corporate HR and ERP systems.
Responsibilities include monitoring and updating:
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Staff records.
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Performance-management information.
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CPM cycle compliance.
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Leave and absence information.
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Mandatory training records.
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Other HR data.
Experience using corporate ERP or Human Resources information systems will be particularly valuable.
12. Employee Benefits and HR Policy Support
The successful candidate will provide staff with basic guidance on:
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Human Resources rules.
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Regulations.
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Benefits.
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Employee entitlements.
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Applicable HR procedures.
The position will coordinate with regional and global payroll and benefits teams where necessary.
Required Academic Qualifications
Applicants must have:
Completed Secondary Level Education.
A first-level university degree is highly desirable and considered an added advantage.
Relevant university disciplines include:
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Human Resources.
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Business Administration.
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Public Administration.
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Communications.
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Related field.
Applicants without a university degree should note that the vacancy specifically accepts completed secondary education as the required minimum education level, provided the relevant experience requirements are met.
Required Work Experience
Applicants should have at least:
Six years of progressively responsible professional experience
in one or more of the following areas:
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Executive administration.
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Secretarial work.
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Human Resources management.
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Related administrative functions.
Preferred Professional Experience
Candidates should demonstrate experience in areas such as:
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Managing executive-level calendars.
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Supporting senior executives.
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Diplomatic protocol.
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Government liaison.
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Recruitment administration.
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Contract monitoring.
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Personnel-file management.
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Human Resources lifecycle management.
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Executive correspondence.
Experience handling highly confidential information is particularly important.
HR Lifecycle Knowledge
Applicants should have a strong understanding of areas including:
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Recruitment.
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Employee onboarding.
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Contract management.
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Staff records.
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Performance tracking.
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Leave management.
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Employee offboarding.
Technology Skills
Applicants should demonstrate advanced proficiency in office software applications.
Experience working with sophisticated:
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ERP systems.
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HR Management Information Systems.
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Corporate administrative systems.
is also important.
The vacancy specifically mentions systems such as Quantum as an example.
Language Requirements
The detailed qualifications section of the vacancy states that applicants should be fluent in:
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English
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Kiswahili
Knowledge of another official United Nations language is considered an advantage.
Important Language Note
There is a small inconsistency in the vacancy information provided.
The vacancy summary states:
English – Required
and lists:
Kiswahili / another official UN language – Desired
However, the detailed language requirements later state that:
Fluency in English and Kiswahili is required.
Applicants should therefore treat strong English and Kiswahili ability as important and confirm the final language requirement on the official UNFPA vacancy page when applying.
UNFPA Values
Candidates are expected to demonstrate values including:
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Integrity.
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Confidentiality.
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Commitment to UNFPA and the United Nations system.
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Respect for cultural diversity.
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Ability to embrace change.
Core Competencies
Applicants should demonstrate the ability to:
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Achieve results.
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Remain accountable.
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Apply professional expertise.
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Think analytically and strategically.
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Work effectively in teams.
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Manage professional relationships.
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Communicate for impact.
Functional Competencies
Key functional abilities include:
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Providing logistical support.
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Managing data.
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Managing documents.
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Preparing correspondence.
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Preparing reports.
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Managing information flow.
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Organising work.
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Planning.
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Multitasking.
Personal Attributes
A strong candidate should demonstrate:
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High emotional intelligence.
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Excellent organisational skills.
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Professional discretion.
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Integrity.
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Attention to detail.
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Strong communication skills.
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Ability to manage confidential information.
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Excellent time management.
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Ability to work with senior officials.
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Ability to manage competing priorities.
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Strong interpersonal skills.
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Professional judgement.
Compensation and Benefits
The vacancy offers an attractive remuneration package that includes:
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Competitive net salary.
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Health insurance.
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Other applicable UNFPA benefits.
The exact remuneration amount is not stated in the vacancy information provided.
How to Apply
Interested and qualified candidates should submit their applications through the official UNFPA Careers portal.
Official UNFPA Jobs:
Search using:
Job Identification: 36266
or the position title:
Personal Assistant to the Representative and Administrative Associate
Applicants should review the complete vacancy details before submitting their application.
Application Deadline
Applications must be submitted before:
28 August 2026 at 4:00 PM
The vacancy was posted on:
14 August 2026 at 5:10 PM
The recruitment timeline is approximately:
2 Weeks
Contract Details
The successful candidate will be appointed under a:
Fixed-Term Contract
for:
1 Year
The position is:
Non-Rotational
and classified at:
G6 Grade
Recruitment Fraud Warning
UNFPA does not charge candidates any:
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Application fee.
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Processing fee.
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Training fee.
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Interview fee.
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Testing fee.
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Recruitment fee.
Candidates should never make payments to anyone claiming they can secure employment, an interview or shortlisting with UNFPA.
Applications should be submitted only through recognised UNFPA recruitment channels.
Conclusion
The Personal Assistant to the Representative and Administrative Associate position at UNFPA Tanzania is a senior administrative opportunity for experienced professionals with backgrounds in executive administration, secretarial services and Human Resources.
The successful candidate will support the Country Representative while coordinating sensitive HR activities, recruitment, staff contracts, executive schedules, diplomatic protocol, travel and confidential personnel information.
Applicants should have completed secondary-level education and possess at least six years of progressively responsible professional experience. A university degree in Human Resources, Business Administration, Public Administration, Communications or a related field is an added advantage.
The position is based in Dar es Salaam, classified at G6, and offered under a one-year fixed-term contract.
Qualified candidates should submit their applications through the UNFPA Careers portal before 28 August 2026 at 4:00 PM.
