TEAM ASSISTANT (Temporary)

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 160 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. This position is located in the Finance Unit of the Resource Planning and Management Section and reports to Head of Unit and to the Chief of Section.

Within delegated authority, the incumbent will be responsible for the following duties:

• Performs a wide range of office support, administrative, and finance functions.
• Responds or drafts responses to routine correspondence and other communications; uses standard word processing package to produce a wide variety of large, complex documents and reports.
• Monitors processes and schedules related the Section and unit’s outputs, products, tasks, etc.; where applicable, assists in the verification of receipt and accuracy of requisite documents, approvals, signatures, etc. to ensure compliance with relevant legal, financial and other requirements.
• Researches, compiles and organizes information and reference materials from various sources for reports including financial reports and extractions, work plans, studies, briefings, meetings/conferences, etc.
• Generates a variety of standard statistical and other reports, work orders, etc., using various databases.
• Proofreads documents and edits texts for accuracy, grammar, punctuation and style, and for adherence to established standards for format.
• Provides secretarial, administrative and logistics support to the Chief of Section for meetings, boards, committees, conferences, etc.
• Assists in the maintenance of websites such as UNDRR sharepoint by scanning, converting and posting a variety of documents onto the site.
• Assists in the preparation of presentation materials using appropriate technology/software.
• Maintains calendar/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions.
• Reviews, records, distributes and/or processes mail and other documents; follows-up on impending actions.
• 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.
• Performs general administrative tasks supporting the Chief of Section (e.g. leave and attendance recording, arrangements for meetings and other events, reservations, budget follow-up, etc.), to include preparing and/or processing administrative requests/documents (e.g. requisitions, purchase orders, travel requests, contracts, expenditure authorizations, visa applications, etc.).
• Updates substantive units with financial status of operationally closing projects and sends follow-up for action and timely clearance of all outstanding balances
• Supports in obtaining information from substantive units on status of open financial obligations that require clearance including confirmation of UNDP provision of services under Service Clearing Account.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Initiates various claims and payment requests submitted to accounting and finance officers
• Maintains files (electronic) and databases for work unit.
• Maintains staff list on MS teams/share point, etc.
• Performs other duties as assigned.

• Professionalism – Knowledge of general office and administrative support including administrative policies, processes and procedures. Knowledge of, and ability to apply financial rules, regulations and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Ability to apply a human rights- and gender-based approach in UNDRR’s work to promote inclusion and uphold the principle of leaving no one behind.
• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• 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.

High school diploma or equivalent is required.

A minimum of three (3) years of progressively responsible experience in administrative services or other related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level (or higher-level) university degree. Experience using Enterprise Resource Planning system such as Umoja or similar for administrative and financial operations, in an extra-budgetary organization is required. Experience in preparing data for presentations and reports using MS Excel or similar spreadsheet tool is desirable. Experience working in international organizations such as the United Nations is desirable.

English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. Either French or Spanish or Arabic or Chinese (Mandarin) or Russian is desirable.

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.