TEAM ASSISTANT (Temporary)

Org. Setting and Reporting

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 disaster risks 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 catalyses 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 is a temporary position for a period of 6 months. This position is located in the Resource Planning and Management Section and reports to Head of Finance Unit under the overall authority of the Chief of Section.

Responsibilities

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

• Performs a wide range of office support, administrative, and finance functions.
• Supports Chief Resources Planning and Management on the implementation of various resources planning and management projects related to extra budgetary programming.
• Supports Chief Resources Planning and Management Section on the roll out and implementation of the UNDRR Travel module. Ensure time and attendance records are in line with the travel module data.
• Responds or responds to routine correspondence and other communications; uses standard word processing package to produce a large variety of large, complex documents and reports in the area of disaster risk reduction.
• Monitors processes and schedules related to the 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 analytics, work plans, studies, briefings, meetings/conferences etc.
• Generates a variety of standard statistical and other reports, work orders, etc. using various databases.
• Assists in the maintenance of websites such as UNDRR sharepoint by scanning, converting and posting a variety of documents onto the site.
• Maintains calendars/schedules; monitors changes and communicates relevant information to appropriate staff inside and outside the immediate work unit.
• Performs data entry and extraction functions in the area of disaster risk reduction.
• Updates and maintains large distribution lists; monitors, prepares and distributes various materials, reports, most where possible using electronic formats; handles arrangements for printing and translation as necessary; coordinates shipment arrangements, courier services, etc.
• Performs general administrative tasks (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 operational and closing of projects and sends follow-up for action and timely clearance of all outstanding balances.
• Supports in obtaining information from financial units on status of open financial obligations that require clearance including confirmation of United Nations and UNDP services for further processing.
• 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 finance offices for processing.
• Maintains staff lists on MS teams/sharepoint, etc.
• Performs other duties as assigned.

Competencies

• Professionalism – Knowledge of general office and administrative support, policies, procedures and procedures. Knowledge of, and ability to apply financial rules and procedures in the UN environment. Ability to maintain accurate records, review and interpret a wide variety of data. Shows entrusted with integrity; 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 challenging problems or challenges; remains calm in stressful situations.
• Teamwork – Works collaboratively in a team, shares credit for the team’s achievements and accepts joint responsibility for team} achievements; engages, supports and contributes.
• Client Orientation – Considers all those to whom services are provided to be “clients” and seeks to see things from their point of view; establishes and maintains productive partnerships with clients and helps; monitors clients’ needs and provides appropriate solutions; keeps clients a safe place.

Education

High school diploma or equivalent is required.

Job - Specific Qualification

Not available.

Work Experience

A minimum of three (3) years of progressively responsible experience in administrative services or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher. At least 3 years of experience supporting senior managers in disaster risks reduction programming is required. Experience supporting resilience programmers and resilience programmers is required. Experience using repealed systems such as Umoja or other similar for administrative and financial operations is desirable. Experience working in the United Nations is desirable. Experience in time and attendance monitoring and recording is desirable.

Languages

English and French are the working languages of the United Nations. For this post, English is required. Either French or Spanish or Arabic or Chinese (Mandarin) or Russian is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework. Please view https://languages.un.org.

Required Languages: English - UN Level II (Reading, Writing, Listening, Speaking)

Desirable Languages: French - UN Level II (Reading, Writing, Listening, Speaking); Spanish - UN Level I all skills (Reading, Writing, Listening, Speaking); Arabic - UN Level I all skills (Reading, Writing, Listening, Speaking); Chinese (Mandarin) - UN Level I all skills (Reading, Writing, Listening, Speaking); Russian - UN Level I all skills (Reading, Writing, Listening, Speaking)

Assessment

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

Special Notice

This position is temporarily available for a period of 6 months. This recruitment is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for a position in the General Service category must be authorized to work in the duty station where the position is located. Eligible applicants selected from outside that duty station are responsible for any expenses for relocation and final determination. Staff members subject to local recruitment may not be eligible for allowances or benefits exclusively applicable to international recruitment. At the United Nations, the paramount consideration in the human resources is the necessity of the highest standards of efficiency, competence and integrity, with due regard to geographical diversity. All employment decisions are made based on qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruities and trains staff regardless of sex, race, nationality, etc. Prioritizes a positive work environment, and provides a suitable framework for work-life balance.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the People, the paramount consideration in the employment of the staff is the necessity for securing the highest standards of efficiency, competence, and integrity. Candidates are not considered for employment if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in any of these. The term “sexual exploitation” means any act or attempted abuse of a security, and includes the abuse of position of trust; the term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under coercion; the term “sexual harassment” means any unwelcome conduct of a sexual nature that gives rise to an intimidating, hostile or offensive working environment, as well as such conduct that may be assessed. Candidates who have committed crimes other than minor traffic offences may not be considered. Due regard will be paid to the importance of recruiting the staff on a wide and equitable basis. The United Nations places no limitations on responsibility for specific skills. Staff members are subject to the authority of the Secretary-General and may be assigned to any of the activities or offices of the Organization. The Organization is committed to prohibiting sexual exploitation and abuse and ensuring a work environment free from harassment. This condition applies to all positions, including temporary ones. Applicants are reminded that the Secretary-General does not accept the representation of a different gender. The United Nations reserves the right to make an appointment at a lower level, based on skills and experience.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF RECRUITMENT (APPLICATION, REMOTE PROCESSING, INTERVIEW, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.