Team Assistant
vor 2 Monaten
Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 140 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyzes action and increases global awareness to reduce disaster risk working with UN Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.
The position is part of the Communications, Advocacy and Knowledge Management Section. The incumbent will report to the Chief of Communication, Advocacy and Knowledge Management Section.
**Responsibilities**:
Under the supervision of the Chief of the Section, the incumbent will be responsible of the following tasks:
- Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, where possible using electronic formats; handles arrangement for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
- Maintains liaison with the Programme Officers in the Branch and in other units regarding on-going programmes and other administrative matters; monitors processes and schedules related to the branch’s outputs, products, tasks, etc.
- Provides secretarial, administrative and logistics support to meetings, boards, committees, conferences, etc. Attends meetings, prepares minutes, and monitors follow-up activities.
- Maintains calendar/schedules; monitors changes and communicate relevant information to appropriate staff inside and outside the immediate work unit.
- Ensures smooth and efficient information flow within the section; Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
- Researches, compiles and organizes information and reference materials from various sources for reports, briefs, meetings/conferences, etc.
- Assists in the preparation of presentation materials using appropriate technology/software.
- Carries out quality control function for outgoing documents;
- Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of communications.
- Maintains files (both paper and electronic) and databases for work unit.
- Processes consultancy contracts, travel and payments in Inspira and Umoja and performs other HR administration as assigned.
- Acts to back up for other staff assistants in Geneva. Performs other duties as assigned by the supervisor.
Competencies
PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
High school diploma or equivalent is required.
Work Experience
Experience working in international organizations such as the United Nations is desirable.
Experience working with an Enterprise Resource Planning (ERP) system such as Umoja,
inspira, etc. is desirable.
Experience working on assessing and managing vendor contracts is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is desirable.
Assessment
Special Notice
United Nations Considerations
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capa
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