TEAM ASSISTANT (Temporary)

This is a temporary position for a period of 6 months located in the Finance Unit of the Resource Planning and Management Section at the United Nations Office for Disaster Risk Reduction. The incumbent will perform a wide range of office support, administrative, and finance functions to support the Chief of Section and the unit.

Responsibilities

• 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.; assists in 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.), including 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.

Requirements

• 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 is required at UN Level II for reading, writing, listening, and speaking.
• 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.
• 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.

Skills

• Administrative Services
• Enterprise Resource Planning
• Umoja
• Financial Operations
• Data Preparation
• MS Excel
• Office Management
• Financial Rules and Regulations
• Records Keeping
• Data Interpretation
• Human Rights Approaches
• Gender-sensitive Approaches
• Report Preparation

Languages

English, French, Spanish, Arabic, Chinese (Mandarin), Russian